View Vacancy - Executive Assistant to Consul General

The British  Consulate-General in Chicago is seeking a highly motivated Executive Assistant to provide administrative support for the Consul General.

The British  Consulate-General represents the UK diplomatically in 14 states throughout  the Midwest. The Consulate-General is  responsible for: developing business and political relations between the  Midwest and the UK; promoting public diplomacy; and offering Consular  services for British nationals. 

The jobholder reports  directly to the Consul General and in his absence to the Deputy  Consul-General. He/she should be energetic and enthusiastic, able to build  teams and create a positive working environment. The working environment in  the Consulate strongly emphasizes autonomy and personal accountability and  the job holder should be comfortable and confident in taking ownership of a  wide variety of tasks.

Duties & Responsibilities:

• Manages the Consul General’s (and in his absence the Deputy Consul-General’s) calendars and schedules appointments.

• Maintains and publishes the team travel and events calendar for the Consulate team.

• Screens incoming calls and responds independently when possible.

• Arranges complex and detailed travel itineraries including scheduling appointments with VIPs, politicians, business leaders, academics and civic leaders. Compiles briefing materials and speeches for visit programmes.

• Manages and organizes events at the Consul General’s official residence and outside venues including client relations, menu management and liaison with caterers, venue choice, compiling guest lists, issuing invitations and managing the budget and income.

• With the CG, Deputy CG and Corporate Services Manager helps organise social and fun events for the Consulate team.

• Attends evening and early morning  events as required.

• Organizes and assists with major official visits of UK Government representatives.

• Responds to routine external correspondence. Composes and prepares confidential correspondence, reports and other documents.

• Prepares agendas, notices and minutes for meetings.

• Maintains contacts database.

• Greets visitors and provides refreshments as required.

• Prepares and reconciles corporate credit card accounts.

• Maintains confidentiality of all Consulate business and personnel matters.

•  Performs other duties as assigned.

Under US State Department requirements, the Embassy may only employ, as non-diplomatic staff, persons who are US citizens, US Green Card holders or A or NATO visa holders with EAD cards*. If you hold a visa other than an A or NATO visa you are not currently eligible to work at the Embassy. Please refer to our website for information on exceptions to this policy at www.ukinusa.fco.gov.uk. All candidates will be subject to background checks and security clearance.

*A visas or NATO visas with EAD cards are acceptable at the Embassy, Consulates, and British Defence Staff (BDS) outposts. The UK Mission to the UN (UKMIS) accepts G visas.

• Excellent written and oral communication skills, including fluency in English.
• Strong IT skills, including recent use of the full range of MS Office suite including Outlook, Excel, PowerPoint and Word.
• Confident self-starter, able to form effective relationships quickly both within and outside the Consulate team.
• A positive and flexible team player, they will be willing to contribute to the team’s overall objectives.
• Able to deal with a range of competing priorities in a calm, efficient and professional manner, with a keen eye for detail.
• Have basic secretarial skills, be confident in dealing with a range of contacts at all levels
• Organised and efficient in work and time management.