View Vacancy - Executive Assistant (ITA23.035)

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.
UK Mission
Private Office

The British Embassy to the Holy See is seeking to recruit an Executive Assistant. The main purpose of this job is to conduct the organisation and planning of the diary of His Majesty’s Ambassador (HMA) to the Holy See in support of embassy objectives. Ensure the smooth running of HMA Holy See’s daily and long-term commitments by arranging transport, speaking engagements, travel; dealing with telephone enquiries and correspondence. Provide administrative and back-office support.

Roles and responsibilities:

HMA

  • Provide effective support to HMA and Deputy Head of Mission (DHM), including managing HMA’s diary and contact details, advising on invitations/events; ensuring correspondence is actioned and finalised, handling or redirecting as appropriate incoming email and telephone enquiries.

  • Arrange internal and external meetings, liaising with transport manager and close protection team.

  • Draft standard letters for HMA, as required, in English and Italian; produce Notes Verbales for official correspondence.

  • Organise HMA’s regional and UK visits, including fixing calls on ministers and senior officials, arranging travel and programmes and co-ordinating close protection team.


Administrative support

  • Handle embassy switchboard and manage the embassy inbox.

  • Supervise and motivate the intern, acting as his/her ‘tutor’ and completing the requisite paperwork. Project manage the recruitment of interns.

  • Carry out general office administration tasks including coordinating staff leave, arranging stationery orders, procurement of official goods and services and overseeing maintenance of office equipment (e.g. printers).
  • Maintain and update the embassy contacts database, including arranging electronic  Christmas Cards.

  • Support other members of the team with administrative tasks (eg sending out invitations, printing) as needed.

 

Corporate

  • Actively engage in corporate activities and initiatives in the Italy Network.
  • Fluency at C1 level both in English and Italian according to CEFR Framework*, or equivalent

  • Organisational skills with strong attention to detail with ability to forward plan and manage own work;

  • Working with others with strong ability to deal with senior officers and prioritise competing demands with limited supervision;

  • Previous experience working as an executive assistant or private secretary or similar;

  • Excellent communication skills;

  • Strong team player;

  • IT (Microsoft Office) and accounting skills;

  • Previous experience working within an embassy environment;

  • Knowledge of Vatican structures.

Changing and Improving, Managing a Quality Service, Delivering at Pace, Working Together
13 February 2023
Administrative Officer (AO)
Part-Time, Permanent
25
Europe, Eastern Europe & Central Asia
Italy
Rome
British Embassy
1
EUR
€1650.00 gross/month
8 April 2023

This is a part-time permanent position, graded AO according to the Civil Service grading structure. The annual gross salary is €23,100.00 gross/month, with an additional payment of € 10.33 EDR paid 13 times per year (pro-rata). There are 14 salary payments in a calendar year, with double salary payments in June and December. If working less than a full calendar year, the additional salary payments will be pro-rata.

Working hours are 25 hrs per week Monday to Friday, with some flexibility.

All staff are enrolled in the Italian state social security and pension schemes, with flexibility to pay into the employee’s private pension scheme if chosen.

The appointment is subject to security clearance, professional background check and the successful completion of a probationary period of 4 months.

All staff employed by the British Embassy are subject to Italian income tax (IRPEF). However the administration of these tax payments will vary depending on nationality.

Staff recruited locally by British diplomatic missions in Italy are subject to terms and conditions of service according to local Italian employment law.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Italy and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

All applicants should have the right to live and work in Italy. The British Embassy does not sponsor for work permits.

When completing the motivation field please make sure you present clearly and concisely why are you applying for the position.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”. 

FCDO does not pay for travel related expense incurred in interviews (including Security Check) or accept any financial risk, including cancelation or reschedule costs. The FCDO will not meet the costs connected with relocation if offered a position. However, candidates may have the possibility of requesting remote interviews if necessary.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment  levels  please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

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.