View Vacancy - DXB - Executive Assistant to the Consul General A2(L)

The British Embassy in Dubai has a vacancy for an Executive Assistant to the Consul General.

This is a fast moving and challenging position at the centre of the Embassy’s operation. As Executive Assistant, you will work very closely with the Consul General.

The position is well-suited to a highly organised individual, with strong IT skills. It requires a confident and patient approach while also firm in dealing with a wide range of internal and external enquiries, and an eye for detail to ensure the effective functioning of the Consul General’s programme.

Duties and responsibilities:

• Consul General programme - Full responsibility for diary management, organisation of visits and meetings, internal and external telephone enquiries. Commissioning, collection, and coordination of briefing materials and other documents for the daily programme. Booking of transport and maintenance of clear records for accounting purposes and similar. Briefings for Embassy drivers on daily programmes.
• Information management - Maintain clear and easy to use electronic filing systems including shared folders, effective archiving and retrieval of key documents, and effective document management on internal Intranet and SharePoint system. Establish and maintain electronic reminders for schedule tasks, ensuring timely completion. Maintenance of Embassy gift register and other required records of Embassy business.
• Internal communication - Preparation of clear and concise internal communications on issues related to the Consul General’s Office. Preparation as required of short notes of meetings.
• Enquiry point - Manage a wide range of internal and external enquiries, including dealing with or re-directing frequent queries on visas, all in close coordination with UK Visas and Immigration (UKVI) in Abu Dhabi Office.
• Events hosted by the Consul General - As required, assist with the preparation and delivery of events, which may range from small meetings to receptions for several hundred people. The jobholder will work closely with the Embassy Events Officer and help provide cover for their role during absences.
• Cross-Post duties - The job holder will be encouraged to take on other duties supporting cross-Post objectives. There are a range of options, all contained within normal office hours.

Key competencies required:

• Managing a Quality Service - Being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements. Effectively planning, organising, and managing time and activities to deliver a high quality and efficient service, applying programme and project management approaches to support service delivery.
• Making Effective Decisions - Being objective; using sound judgement, evidence, and knowledge to provide accurate, expert and professional advice and evaluating options before arriving at well-reasoned justifiable decisions.
• Delivering at Pace - Focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. Working to agreed goals and activities and dealing with challenges in a responsive and constructive way.
• Collaborating and Partnering - Creating and maintaining positive, professional and trusting working relationships with a wide range of people within and outside the organisation to help get business done. Working collaboratively, sharing information and building supportive, responsive relationships with colleagues and stakeholders whilst having the confidence to challenge assumptions.

• Previous experience as a Personal/ Executive Assistant or similar position requiring a high level of personal organisation. 
• Excellent IT skills including literacy in Microsoft Office (MS Word, Excel, PowerPoint, and Outlook) and an active interest to ensure constant improvement in making effective use of IT.
• Fluent in spoken and written English.  
• An adaptable self-starter with enthusiasm and energy able to work alone as well as in a team.
• The ability to understand competing priorities, especially anticipating challenges, and make judgement calls on when to use his/ her initiative to deal directly with enquiries and when to consult before taking decisions.
• Excellent interpersonal and communication skills.
• The ability to show discretion in handling any sensitive matters, with the trust of all involved.