View Vacancy - Executive Assistant to HM Consul General (ITA24.297)
Who are we?
The British Consulate General in Milan is a part of a world-wide network representing British political, economic and consular interests overseas. Our network is recruiting for an Executive Assistant to HM Consul General for the Department for Business and Trade in Milan (DBT). The Department for Business and Trade is the Government Department that helps UK-based companies succeed in the global economy. We also help overseas companies bring their high quality investment to the UK’s dynamic economy acknowledged as Europe’s best place from which to succeed in global business.
Main purpose of job:
A fixed-term (with possibility of renewal) vacancy has arisen for the post of Executive Assistant to the British Consul General at the British Consulate General Milan.
This is an exciting opportunity for an experienced Executive Assistant with strong organisational skills. We are looking for someone who is dynamic, digitally fluent and detail-oriented. We are an international organisation that requires a high adaptability to change. The successful candidate should start as soon as possible. Main purpose is to organise the day-to-day running of the office of the Consul General and provide support to the Deputy Consul General, who manages the Operations Team.
Roles and responsibilities:
- To provide effective PA and administrative support to the Consul General, including managing diary and contact details, finalising correspondence, handling or redirecting as appropriate incoming e-mail and telephone enquiries, arranging internal and external appointments and scheduling management meetings and conference calls; preparation and formatting of Teams Meetings and external presentations, documents and reports on a regular basis;
- To manage frequent travel arrangements of the Consul General and the Deputy Consul General, including regional visit programmes and transport logistics, with flexibility to support additional senior team members where operationally essential;
- To manage the Consul General’s and the Deputy’s official expenditure in line with UK Government policy;
- To assist the Consul General in their role as the Director of Department for Business and Trade Italy, updating business documents and helping to arrange meetings with the DBT Europe regional network;
- To lead on events organised at Milan Consul’s Residence (supported by other team members in the case of a large event) and manage Residence suppliers; to assist the Consul General in organising institutional dinners and support DBT teams with events as necessary;
- To contribute to the FCDO Italy Network corporate agenda; to assist Rome colleagues in setting up the Ambassador’s visit programmes in Milan and coordination for such visits;
- To build strong relationships with the offices and cabinet of local authorities and institutions, and work closely with senior staff and their contacts.
Our Ideal Candidate shows:
- Full professional proficiency in English and Italian (written and spoken, minimum of C1 level for CEFR framework* or equivalent);
- At least 3 years of proven experience as an Executive Assistant supporting at a management level and/or experience in office administration environment (diary & contact details management, managing frequent travel arrangements);
- Experience of managing expenses and/or budget;
- Excellent IT skills, with the full range of Microsoft Office;
- Ability to participate in meetings in both English and Italian and take minutes;
- Excellent organisational skills, particularly attention to detail and the ability to forward plan;
- Ability to prioritise and revisit tasks under constant change;
- Discreet and excellent interpersonal skills to handle sensitive and confidential situations and work collaboratively.
Nice to have:
- Previous event management experience;
- Ability to produce briefing reports;
- Skilled in collecting, recording, maintaining and reporting data.
This is a full-time temporary position for a 12 month contract, with possibility of renewal subject to performance and confirmed funding from DBT headquarters. The role is graded at AO according to the FCDO grading structure. The monthly gross salary is Euro 2,790.00. The salary is paid monthly 14 times per year including €10.33 EDR paid 13 times per year, with double salary payments in June and December. If working less than a full calendar year, the additional salary payments will be pro-rata.
Working hours are 35 hours per week Monday to Friday. Work-life balance applies with flexible and remote working when possible.
The appointment is subject to security clearance, professional background check and the successful completion of a 4 month probationary period. The starting date may be delayed depending on circumstances at the time and this will be agreed with the selected candidate.
All staff employed by the British Consulate General Milan are subject to Italian income tax rate deductions (IRPEF). However the administration of these tax payments will vary depending on nationality.
The successful candidate will be enrolled in the Italian State Social Security Scheme. Staff recruited locally by the British Consulate-General in Milan are subject to terms and conditions of service according to local Italian employment law.
The Consulate-General will be closed on a number of British and Italian public holidays. Holiday falling on a Sunday may be compensated with an extra day normally added to the list of public holidays.
Visa / Passport requirements: Candidates must currently hold the independent right to live and work in Italy and be prepared to ensure that right remains throughout the scope of the contract. If requirements change additional eligibility information will be shared during the recruitment process
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
Please be advised that the British Consulate General will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.
*For more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR.
Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.
This opportunity is closed to applications.