View Vacancy - Executive Assistant and Head of HM Ambassador´s Office

Provide high level support to Senior Management – HMA and DHM, through the different Embassy agendas and policies. Be the main point of contact with Local Government Offices – Presidency, Protocol, Customs and more Senior Ministers’ Offices, to addressed Embassy, Diplomats and HMA and DHM requirements, issues, changes in processes and share best practices.  Line Managed a team of 3 people including 1x CLO – Community Liaison Officer (A2), 1x Protocol and Admin Officer (A2) and 1x Driver (S1).  Ensuring all aspects such as HMA`s agenda, local Government requirements, Senior Budget Holder`s Finance and high level Admin decision are properly measured, analyzed, with sense of urgency and delivered accurately and in timely manner.

Roles and responsibilities:

- Line Management – 20%

• 1x CLO – Community Liaison Officer (A2), 1x Protocol and Admin Officer (A2) and 1x Driver (S1).
• Set team`s Objectives, guide the team throughout the year to comply with their developmental plans, lead them through their behaviors and performance according to their grades.
• Manage team`s performance as per FCO Guidance, following proper procedures.
• Ensure team understand the ONE HMG perspective and work involved, in order to provide the proper support to all staff in the platform – including 5 PAGs.

- Executive – 50%

• Lead HMA`s diary, proposing ideas on best ways forwards with Meetings, Receptions and Local Government requirements, to ensure HMA is able to deliver a well-balanced Agenda every day, taking into account HMA`s personal life and family commitments.
• Ensure Driver is fully briefed on Embassy senior management`s agenda, and guide the driver through the importance of good communication and time restraints while trying to deliver HMA`s agenda.
• Liaising with Local Government Ministries and British Companies, to support HMA and DHM Agenda on Delivering Commercial Outcomes, and wide Embassy Objectives set in the Country Business Plan.
• Lead and ensure Entertainment and Representational Budgets, meets Local Budget standards and Finance procedures. Ensure all necessary Budget pressures are properly reported to CSM, including the preparation and monitoring of the budget expenditures on HMA's behalf.

- Protocol – 30%

• Guide, support and Lead the team on Liaising with MFA – Protocol and Panamanian Customs, to ensure Heavy Baggage and UAF for UKBF are processed in timely manner, applying procedures that FCO applies in the UK for incoming Panamanian Diplomats.
• Provide direct support – if not lead, to high level visits to Panama, such as Minister`s visits, be part of the core team to arrange all necessary aspects of the visit, liaise with Local Government, such as Minister`s offices to ensure the visit have all the right permits, information, ensuring the support and buy-in from Presidency, Protocol and other Minister´s offices.
• Act as a “filter” for all Official letters going to Local Government (including the President), in Spanish Language before is sign off by Senior Management, ensuring key message is delivered properly, and following up with local government on the results/answers on the Official letters.

• Native Spanish speaker.
• 2+ years of experience of working/dealing with Senior Management (i.e.: HMA, CEO, etc.)
• Experience managing a team
• Advanced MS Office skills
• Experience engaging locally and internationally with other Governments, Embassies and high level contacts/companies
• Excellent skills written and speaking on English and Spanish.