View Vacancy - Residence Coordinator and Social Secretary to the British Ambassador to NATO (BEL19.177)

The United Kingdom’s Joint Delegation to NATO is the vital link between the UK Government and the North Atlantic Treaty Organisation. Its principal roles are to promote British interests in NATO and to keep UK Ministers and Government Departments informed about NATO discussions and is now looking for a Residence Coordinator and Social Secretary to the British Ambassador to NATO working within the British Diplomatic Residence.

As Residence Coordinator and Social Secretary, you will run the day-to-day operation of the Residence of the British Ambassador to NATO to a high standard and ensuring it is well kept at all times.  Lead on ensuring smooth delivery of all arrangements, including set up and catering for official events.  You will be a confident and calm colleague who can work independently (or in a small team when required) in, at times, a high profile, fast paced environment. Flexible even under pressure and discreet at all times.

Main Duties and Responsibilities:

Residence Coordinator

• Administer the Residence, including stock control, procurement, inventories, database upkeep for management reporting purposes, basic book-keeping and accounting records, ensuring efficiency, accuracy and delivering value for money;

• Manage the Residence imprest and petty cash;

• Manage the cleaner to ensure they provide a high standard of housekeeping service throughout the Residence. Ensure best use of available resources by organising and coordinating the cleaner’s work schedule according to the needs and requirements of the Ambassador and/or the UKDel when hosting official events, up to 3 times a week, at the Residence;

• Manage the laundry and dry cleaning service for the Residence (personal and official) in liaison with the UK Missions’ shared platform team where necessary;

• Report maintenance jobs, and liaise with the Facilities Management support team to provide contractor access to the Residence;

• Prepare simple meals for the Ambassador when not entertaining officially.

Social Secretary

• Liaise with the Ambassador’s Private Office and external caterers, as required, to ensure smooth delivery of official events hosted at the Residence and other locations;

• Arrange dinners, lunches and other events;

• Manage invitations to guests, arrange menu printing, name cards and seating plans;

• Assist with event set-up and breakdown;

• Assist with simple catering tasks, serving refreshments and support events held elsewhere as well as supporting events held elsewhere;

• Meet and greet houseguests, including official overnight guests;

• Be available at short notice, including occasional evenings and weekends;

• Observe Health & Safety and Security guidance to provide a compliant, safe, hygienic, working environment avoiding accidents or security breaches;

• Carry out any other ad-hoc duties in accordance with the needs of the operation.  Support Private Office in UKDel and the UK Missions’ shared platform when required.

• Two years of experience in a private residence or hotel setting including management and food bevarage and/or in a government protocol setting;

• Previous PA experience and event management experience;

• Confident, discreet, adaptable self-starter able to work effectively without supervision;

• Ability to demonstrate high standards, effectively prioritise, and strong attention to detail;

• Ability to multitask and demonstrate adaptability;

• Flexibility in terms of working hours and duties – be prepared to work additional hours in support of events hosted by the Mission; including occasional evenings and weekends;

• Willing to take on new responsibilities when necessary;

• Good interpersonal skills: be someone who can negotiate effectively and deliver under pressure, whilst treating others with respect;

• Ability to undertake manual tasks;

• Basic cooking and food preparation skills;

• Strong oral and written communication skills;

• Good command of English and French.