View Vacancy - Executive Assistant to the Northern Ireland Bureau Director

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Other British Government Departments (Partners across Government, including UK Visas)
Northern Ireland Bureau / Northern Ireland Group / Invest Northern Ireland

Main Purpose of Job:

The Northern Ireland Bureau is the diplomatic mission of the Northern Ireland Executive in the United States and Canada. Its main purpose is to cultivate and strengthen links between various political, economic, educational, and cultural interests in Northern Ireland and North America. It also serves as a resource for individuals and organisations wishing to learn and understand more about Northern Ireland, and about its relationship with the United States and Canada.

The Bureau is seeking to recruit an experienced Executive Assistant (EA) to provide administrative, organisational and diary support to the Director of the Bureau. The post holder will be required to work closely with the Deputy Director and other members of the team.

This is a busy and interesting position, working directly with a wide variety of important stakeholders: including the offices of the most senior representatives of the US administration, elected representatives and a wide range of other external contacts; the British and Irish Ambassadors’ Executive Offices; colleagues across the US; and a wide range of academic and cultural organisations. The EA will also have close working relationships with colleagues in Northern Ireland Departments, particularly the offices of Ministers, the Head of the Civil Service and Permanent Secretaries.

The ideal candidate for this position will be a reliable self-starter with strong communication, organisational and time management skills and who takes a pro-active and flexible approach. The post holder will be required to use good judgement and initiative in progressing work, particularly when the Director is away from the office on business. As the work of the Bureau is often politically sensitive, the post holder will be required to exercise the utmost discretion at all times. Team working skills are essential to the role within the small Bureau team.

Roles and Responsibilities: 

  • Manage the Director’s diary and Forward Programme and prioritise his correspondence, ensuring briefing is commissioned and collated in advance of engagements.
  • Liaise with internal and external contacts, and their offices, for example in the US administration and Congress, to arrange meetings (virtual and in-person). This might include organizing official lunches, dinners and other events.
  • Draft and circulate agenda, actions and minutes for weekly Bureau team meetings;
  • Provide administrative support to the Director, including: drafting/formatting letters to external contacts, scanning documents, booking rooms, processing expense claims, arranging transport, drafting internal comms, planning all-staff meetings;
  • Researching and collating information and providing succinct written background information in advance of meetings;
  • Prepare travel itineraries and making appropriate arrangements for both domestic and international travel, in accordance with travel policy;
  • Contributing to the development of the contacts database;
  • Close liaison with the Deputy Director, including support for the Deputy Director on occasions.

Resources Managed:

Assist with input to budget management

  • Minimum of 4 years’ experience in supporting a senior Executive.
  • A proven track record of strong interpersonal skills including the ability to be professional, courteous and discreet and deal directly with key players at senior levels inside and outside the Bureau.
  • Excellent organisational skills and a keen eye for detail.
  • Excellent written and verbal communications skills.
  • Demonstrated ability to multi-task, grip complex and evolving situations and think creatively to find solutions, remain task-focussed at all times, demonstrate flexibility when plans change at the last minute, and work as a team player.
  • Proficiency with the Microsoft Office Suite.

Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work. • A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defence Staff (BDS) outposts accept A or NATO visas

Knowledge/experience of international affairs

Making Effective Decisions, Delivering at Pace, Communicating and Influencing, Working Together
31 January 2023
Executive Officer (EO)
Full-time, Permanent
40
Americas, Caribbean & Overseas Territories
United States
Washington
British Embassy
1
USD
$58,500
20 March 2023

Learning and Development Opportunities:

Introduction to the Northern Ireland Civil Service

Introduction to the Work of the Northern Ireland Executive

Working Patterns:

Full time Monday – Friday 9am to 5pm

The Bureau hosts some evening events at which the postholder may be required to provide support the Director on occasions.

The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance. Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount. Internal candidates must inform their supervisor before they apply to a different position. Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed. The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, gender identity, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.
Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.