View Vacancy - Diary Secretary/ Administrative Assistant

Main purpose of job:

The role is to provide first-class diary and administrative support to the Executive Office of Her Majesty’s Ambassador. Working to the Head of the Executive Office, the main task will be securing appointments for the Ambassador and managing her constantly changing diary. The job will require building effective relations with the offices of contacts in government and private sector organisations in Mexico. It will also involve liaising with all sections across a large embassy and with the Residence Manager of the Ambassador’s official Residence where a number of high profile events are held.

The role also involves administrative support to the Executive Office tasks such as formatting letters and logging incoming correspondence and invitations.

The Diary Secretary will report to the Head of the Executive Office, but will also work closely with the PA to the Deputy Head of Mission and the Residence Manager. Proven ability to work collaboratively in a team is fundamental for the role. The successful candidate will be tactful, organised, detail orientated and flexible.

Roles and responsibilities:

The successful candidate will need the self-confidence, persistence, tact and language skills to engage with the offices of contact to secure the Ambassador’s appointments. Excellent organisational and administrative skills are required as well in order to ensure the diary runs smoothly and that deadlines are met.

Diary Secretary

Manage HMA’s diary, sending meeting requests and liaising with private offices.

Keep HMA’s Outlook Diary is up to date every day.

Prepare HMA’s office for meetings, escorting guests as required.

Confirmation of meeting logistics and liaison with HMA’s Driver

Organise travel arrangements for HMA (flights & hotels).

Liaise with the Residence when we receive requests for the Residence.

Update HMA’s leave in the absence chart & Mexico’s forward look.

Administrative Support

Sort and log incoming mail and invitations

Preparation of correspondence, including editing, formatting, preparing letters or packages for messenger

Manage production of letters and notes verbal before and after high-level visits, quality control of documents

Act as point of contact for phone queries

Provide cover for PA DHM as needed

Maintain database of HMA’s and DHM’s contacts

Essential on arrival:

Relevant work experience

Fluent English and Spanish (experience in producing complex documents – English/Spanish)

Excellent IT skills, particularly Microsoft Office Suite

Excellent interpersonal, organisational, writing and communication skills