View Vacancy - AUS (Sydney) - Executive Assistant to the Consul General, B3(L)

To provide support for the Consul General and support the work of the Sydney Consulate General in delivery of the UK Department of International Trade’s objectives across Australia and New Zealand .

Responsibilities include:

• Provide high quality support for the Consul General’s and Deputy Consul General’s day to day activities by undertaking the full range of EA duties. 
• Manage diaries, arrange visit programmes, arranging and booking travel and co-ordinating visits across the ANZ network and to the UK.
• Provide support for wider team and Australia network on arranging programmes and logistics for Ministerial and VIP visits.
• Organising events hosted by the Consul General at his Residence and in the Consulate General as necessary.  Managing invitations, guest lists, catering and security, ensuring that all events are run to an exceptionally high standard. 
• Working with DIT colleagues and others in Sydney to provide event management for British company launches, trade missions, exhibitions and conferences and other internal and external DIT events. Use network of contacts to ensure value for money in using catering suppliers and other service providers. Some events may require early starts or evenings.
• Set up and maintain a database of contacts for the Consul General and his wider team.  Ensure this is kept up to date and reviewed regularly.  Keep lists of contacts segmented by company, sector and services.
• Receive, sort and prioritise all incoming communications, invitations, mail and email referring to staff for action, consult and draft suitable replies on behalf of the Consul General where appropriate.
• Managing the Consul General’s and Deputy Consul General’s budget and expenses.  Using Excel to track expenditure against allocation for both FCO and DIT budgets.  Ensuring value for money across all expenditure.
• Organise DIT network activities as necessary.  Monthly all team VTCs and an annual network conference.  Organise events, activities and provide administrative assistance as required.

• Tertiary Qualifications and/or appropriate experience – must have experience appropriate to the position.
• Excellent interpersonal skills – ability to deal with difficult situations with tact and diplomacy and a high degree of confidentiality when required to achieve desired outcomes.
• Strong adminstrative skills, diary management and programme arranging.
• Ability to work under pressure to meet deadlines.
• Must be confident in dealing with senior figures, Ministers and VVIPs and their offices.
• Some knowledge of Event management.
• Self Starter – must be able to work at a high level of intensity on own initiative using judgement, strong problem solving skills, and displaying resilience.
• Confident user of Microsoft Office software – particularly Outlook, Excel and database management.