View Vacancy - Executive Assistant to Counsellor for Foreign Policy, Security and Migration (FRA22.411)

This is a unique and fast-paced role in the Embassy, which provides an insight into some of the highest priority issues in the FCDO, Home Office and the rest of Whitehall. You will be integral to a busy team that covers a wide range of high profile issues, including foreign policy, counter-terrorism, security, justice and migration.

The ideal candidate will have good judgment and be a reliable team player, show resilience and consistently deliver results while managing conflicting demands on the Counsellor’s time. You will have excellent people and communication skills, be able to anticipate needs, identify practical solutions and have excellent organisational and self-management skills.

Roles and responsibilities:

Diary Management

• Proactively manage the Counsellor’s diary and mailbox: organising internal and external meetings, providing clear advice on priorities, flagging deadlines, providing/chasing updates as required, preparing papers for meetings and note-taking.

• Liaise with contacts in key French and UK government departments to understand logistical needs for meetings and events. Disseminate information to Embassy teams and UK departments accurately and in a timely manner to provide updates on planning in advance of meetings/events.

Events Management and Travel Planning

• Support delivery of successful events, working closely with NSFP team, Residence and wider Embassy teams, including attending weekly grid meetings.

• Manage travel arrangements and programmes for Counsellor’s external travel and inward Embassy visitors.

Wider team support

• Provide admin support to Foreign and Security Policy Counsellor in their role as Chair of Crisis Committee, National Security Group and JSOC partners meetings.

• Provide support to ensure smooth functioning of NSFP team, working closely with NSFP A2.

Office Management

• Provide support on Counsellor’s and NSFP team budget; forecasting, flagging deadlines, providing/chasing updates and advice on under/over spend and reallocations.

• Ordering catering and office supplies, escorting visitors, completing Counsellor’s i-expense returns, maintaining accurate record of business expenses and gifts/hospitality for quarterly publication purposes.

• Fluency at C1 level in both English and French according to CEFR Framework *

• Proven experience (at least 3 years) in an administrative role;

• Excellent organisational and IT skills in a user's perspective, namely with MS Outlook, Teams and Excel;

• Experience in engaging with senior and external stakeholders;

• Attention to detail and self-starting;

• Ease with contacting new people and tenacity in pursuit of goals;

• Equal ability to work successfully within both a large team and independently;

• Proven ability to adapt on short timelines and under changing circumstances;

• Proven problem solving skills and ability to handle pressure.