View Vacancy - Executive Assistant to the Consul General, British Consulate General, Boston
Main purpose of job:
The British Consulate General in Boston invites applications from outstanding individuals for the position of Executive Assistant to the Consul General.
The Executive Assistant provides a critical interface between the Consul General, the wider Consulate team and senior interlocutors across New England, at the British Embassy in Washington and in London. The successful applicant will exercise strategic oversight of the Consul General’s diary, ensuring that his time and energy are focused in supporting the priorities of the Consulate and the British Government, as well as helping to coordinate the various teams in the Consulate. The Executive Assistant will have a central role in helping to plan and execute senior visits as well as helping ensure that the Consul General’s Residence on Beacon Hill is used to good effect. The Executive Assistant also performs critical secretarial and administrative tasks and reports directly to the Consul General.
Roles and responsibilities:
• Management of all aspects of the CG's calendar including forward programming, regular events, use of the Residence (liaising with Residence manager) and day to day diary and scheduling.
• Arrange detailed outward travel itineraries for the CG within New England (as well as visits to Washington and the UK), including scheduling appointments with high-level contacts, as well as making hotel, car and flight bookings.
• Provide support to the other Consulate teams on incoming visit programmes, helping to manage logistics, coordinate input from internal and external stakeholders and producing briefing materials.
• Support events at the Residence, working with the Residence Manager (when appointed), other teams at the Consulate, and the wife of the Consul General. Attend evening and early morning events, including occasionally helping to staff events: help with event set up, greeting and circulating guests, closing down etc., in collaboration with Residence manager / event lead.
• Perform some Social Secretary responsibilities at the office (staff farewells, official entertaining - if no obvious event lead elsewhere): issue invitations, book in visitors, coordinate RSVPs, help make name badges, set up, budgeting and monitoring expenditure for external events.
• Coordinate weekly Senior Management Team meetings, monthly All Staff meetings and other meetings (eg team briefings with visitors): confirming attendance, room bookings, participating, taking notes and circulating action points. Provide secretarial support to the regular Honours meetings.
• Handle incoming snail mail / fax correspondence for the CG and telephone enquiries; draft acknowledgements and other routine letters (thank you, welcome / farewell letter); Update and maintain Consulate contact database and other records, particularly around crisis preparedness.
• Prepare and reconcile monthly corporate credit card account and expenses processing for CG, accurately and submitted for approval on time.
• Contribute to the Consulate’s annual, quarterly and monthly budgeting in line with audit requirements (working with Corporate Services and budget holders); co-ordinating input to the quarterly reports, and special projects as they arise.
• Participate in crisis training and exercise and be part of the Consulate-wide team response in the event of a crisis, leading on log keeping.
Essential on arrival:
Strong written and oral communications skills, including the ability to communicate with all levels of society, both internally and externally. Good grammar and spelling essential.
Strong ability to prioritise, organise and multitask. Time-management skills and the ability to remain calm and professional under pressure are essential.
Superior problem solving skills, common sense, and able to exercise good judgement at pace and in the face of competing priorities.
Strong team player who enjoys working with others and is able to integrate fully into a wider Network-based team.
Initiative, determination and responsibility.
Flexible with working occasional long hours, including at weekends.
Advanced proficiency in using the Microsoft Office suite, as well as various platforms for remote/video conferencing, such as Zoom and Webex (as well as Microsoft Teams).
At least 2-3 years relevant administrative experience in a fast-paced multi-faceted team environment
Bachelor’s Degree preferred.
Desirable:
An understanding of the challenges and sensitivities of working in the world of Government, politics and the media.
An interest in and appreciation for the UK, particularly the UK’s relationship with the United States and our broader foreign policy priorities.
The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance. Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.
The British Consulate is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.
All staff are required to be accredited with the State Department’s Office of Foreign Missions. Local staff are accredited to ensure their employment complies with the Foreign Agent Registration Act of 1938. This accreditation comes with a requirement that staff live within a certain area of the foreign mission to which they are accredited to. Staff must live within a commutable distance generally defined as within 70 miles of the office.
Only successful candidates will be contacted. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.
This opportunity is closed to applications.
