View Vacancy - Executive Assistant to High Commissioner (MLT23.309)
The British High Commission (BHC) in Malta is part of a worldwide network, representing British political, economic and consular interests overseas and is now looking for an Executive Assistant (EA) to High Commissioner.
The main purpose of job working within the office of the High Commissioner, and reporting directly to her, the EA to the High Commissioner provides an interface between staff and external contacts. The EA will ensure the smooth functioning of the office of the High Commissioner including diary management and management of logistics for events, meetings and visits.
Roles and responsibilities:
- Manage High Commissioner’s office: respond to telephone and email enquiries, welcome visitors, liaise with colleagues to organise meetings, manage IT and stationery, ensure expenditure is paid promptly and recorded.
- Manage the High Commissioner’s diary - organise her official and social programme, making appointments, set up meetings, respond to invitations. Ad hoc diary support to Deputy High Commissioner.
- Coordinate official visit programmes, booking travel, accommodation and appointments
- Manage the High Commissioner’s correspondence – ensuring incoming and outgoing correspondence is dealt with in a professional and timely manner, drafting replies.
- Events. Organise events hosted by the High Commissioner – in partnership with the Residence and Events Manager - manage databases, issue invitations. Co-ordinate invitations for a major annual event.
- Briefing. Coordinate briefing with Political team to ensure this reaches the HC in good time.
- Wider Team Support. Support the wider team by organising visits, meetings, minute taking for meetings as agreed with the HC/DHC, including quarterly corporate board meeting.
• Professional EA/Secretarial experience directly relevant to the key duties described above;
• Proficiency in English ( written and spoken, minimum C1 Level for CEFR framework);
• Strong IT skills including Microsoft Office (Outlook, Word, Excel, Powerpoint).
• Excellent all-round communication skills to manage customer expectations and deliver difficult messages
• Ability to work well in a team and independently.
• Strong problem solving skills using own judgement.
• Maltese Language
This is a full-time 12 months contract with possibility of extension.
The successful candidate will be subject to confirmation of a background check and security clearance.
All applicants should have the right to live and work in Malta. The British High Commission does not sponsor work permits.
Staff recruited locally by the British High Commission in Malta are subject to Terms and Conditions of Service according to local Maltese employment law.
Visa/Passport requirements: candidates must currently hold the independent right to live and work in Malta and be prepared to ensure that right remains throughout the scope of the contract. The successful candidate will be subject to professional background and security clearance.
When completing the motivation field please make sure you present clearly and concisely why are you applying for the position.
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 note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
FCDO does not pay for travel related expense incurred in interviews (including Security Check) or accept any financial risk, including cancelation or reschedule costs. The FCDO will not meet the costs connected with relocation if offered a position.
*Please note 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 language skill is going to be assessed.
This opportunity is closed to applications.