View Vacancy - Executive Assistant to the Consul General, Chicago
Main purpose of job:
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.
This is an exciting opportunity to work in a fascinating environment in an important, central role. The successful candidate will be responsible for delivering effective administrative support to the Consul-General and will report directly to him. He/she will help ensure the smooth running of the Consulate’s senior leadership team and work more widely with the Consulate team to successfully deliver key objectives. In addition to coordinating and managing the CG’s time the post-holder will build and maintain relationships with internal and external stakeholders.
Roles and responsibilities :
Maintain the Consul General’s calendar and separately report and publish Consulate team travel and events. Maintain a database of contacts and prepare agendas, notices and minutes for meetings.
Screen incoming calls, responding independently when appropriate. Reply to routine external correspondence and on request, compose or prepare confidential correspondence, reports and other documents.
Arrange complex and detailed travel itineraries and meetings including scheduling appointments with VIPs, politicians, business leaders, academics and civic leaders. Compile briefing materials and speeches for visit programmes. Additionally, organize and assist with major official visits of UK Government representatives. Prepare and reconcile corporate credit card accounts following travel and meetings.
Manage and organize events at the Consul General’s official residence and outside venues. This is likely to include venue selection, client relations, menu management and liaison with caterers, compiling guest lists, issuing invitations and managing the budget and income. Greet visitors and provides refreshments as required and attend evening and early morning events as required.
With the CG, Deputy CG and Corporate Services Manager help organise team building events for the Consulate team. Perform other duties as assigned.
Essential on arrival:
- High School Diploma.
- 3-5 years’ professional experience, preferably supporting a senior Executive.
- Demonstrated experience managing events.
- Strong oral and written communication skills.
- Ability to follow through on assigned tasks with limited supervision.
- Ability to complete multiple tasks and high volume of work on deadline.
- Attention to detail. Ability to edit and proofread.
- Ability to identify and resolve problems in a timely manner.
- Ability to attend evening and early morning events.
- Courteous and professional manner.
- Strong IT knowledge.
- Knowledge of the UK and the US Midwest an advantage.
The British Embassy offers a strong benefits package. This package includes health insurance, pension, generous leave entitlement, and training opportunities.
Resume and cover letter should be submitted. Internal candidates must inform their supervisor if they intend on applying.
Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.
The British Embassy 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.
Staff recruited locally are subject to terms and conditions of service in accordance with US, state, and/or local employment law.
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
This opportunity is closed to applications.