View Vacancy - Personal Assistant to DHM & Ambassador's Office Assistant (POL19.570)

The British Embassy in Warsaw is part of a worldwide network representing British political, economic and consular interests overseas and is now looking to recruit a Personal Assistant to the Deputy Head of Mission & Ambassador's Office Assistant.

The successful candidate will play a key role in a small and supportive team. The job holder will be working closely with the Senior Management, which gives a unique overview of the day-to-day work of a big and complex Embassy. The ideal candidate should be able to work in a challenging, often fast-moving environment.

Main duties and responsibilities:

• Managing Deputy Head of Mission (DHM) calendar and Her Majesty's Ambassador (HMA) calendar, if necessary;

• Managing HMA/DHM incoming correspondence: post, email invites, letters;

• Managing HMA/DHM outgoing correspondence: formatting, scanning, arranging despatch by post and by hand;

• Sending regrets/confirmations to invites HMA/DHM receive (by phone or email) to receptions, dinners, lunches;

• Sending requests for VTC calls hosted by HMA/DHM;

• Sending requests for conference rooms set up;

• Managing travel arrangements for senior managers, as required;

• Supporting preparations of Embassy events and visits including managing invitations and attendance lists;

• Printing and scanning of various documents for meetings;

• Dealing with office supplies as required;

• Preparing minutes from meetings and managing correspondence, as required;

• Providing general administrative support in the Ambassador’s office;

• Back-up for other staff in the Ambassador’s office, if required.

• Minimum 2 years of experience as a Personal Assistant and/or Office management;

• Proficient user in written and spoken English and Polish;

• Academic and/or professional qualifications;

• Good time management skills and ability to deal effectively with multiple tasks;

• Proven organisational and administrative skills;

• Strong interpersonal and effective communication skills through telephone, correspondence, and face-to-face contact;

• Confidence in dealing with senior contacts and colleagues with a strong customer focus;

• Ability to work independently and as part of a team;

• Flexibility and ability to work under pressure;

• Proven IT competence with the full Microsoft Office package, database management, and other standard office technology.