View Vacancy - Executive Assistant to Counsellor, and Deputy Head, Foreign, Security and Development Section and General Support Officer

Main purpose of job:

You will be Executive Assistant to the Counsellor, and to the Deputy Head of the British Embassy’s Foreign Security and Development Section (FSDS). You will provide diary support, liaise with internal and external contacts/their offices to arrange meetings (virtual and in-person), provide general admin duties and logistical support and enable the smooth running of the wider section.

This is a busy and interesting Executive Assistant position, working with a wide variety of stakeholders, including: the Ambassador’s Private Office, colleagues across the Embassy, Consul Generals (CGs) (and their teams) across the US Network, the staff at the Ambassador’s residence and the offices of external Embassy, Administration and contacts (i.e. State Dept, NSC, Think Tanks and other DC embassies).

FSDS is one of the largest sections in the Embassy working on the UK’s top foreign, security and development issues. The ideal candidate for this position will be a reliable self-starter with strong organisational and communication skills and who takes a pro-active and flexible approach to their work. Tact, good judgement, and discretion are essential to the role.

*This position offers opportunities to work with high-profile officials within the British Embassy such as the private offices.The successful candidate will have many job shadowing opportunities and the ability to grow professionally due to the multi-faceted nature of this role. 

Roles and responsibilities / what will the jobholder be expected to achieve?:

Executive Assistant to Counsellor and Deputy Head FSDS (60%)

• Manage the schedules of the Counsellor and Deputy Head, FSDS; including prioritising competing demands on their time, problem solving where necessary, and coordinating logistics such as transport and IT;
• (As travel resumes post-COVID) Book business travel arrangements, including flights, transportation, and accommodation for senior management and other staff members;
• Organise and schedule meetings for the wider section. Prepare internal meeting agendas, perform research for meetings, and take minutes during meetings;
• Perform reception duties where necessary;
• Maintain electronic filing system and distro lists, ensuring processes are in working order;
• Liaise with other staff members on behalf of senior management;
• Maintain up-to-date contacts lists;
• Solve simple IT problems and contact the IT department when necessary.

Support Officer (40%)

• Liaise closely with FSDS policy leads on visitor programmes including for Ministerial visits, providing logistical support;
• Plan and deliver events in support of wider FSDS objectives, including securing venues, organising catering, managing guest lists and providing on-site support;
• Provide cross-cutting support across full range of administrative tasks to facilitate the smooth running of the Section;
• Provide support on project coordination including, managing day-to-day contact with implementers, track and monitor budgets and project activities ensuring value for money and accountability of spend following best practise.
• Undertake additional support and policy research work, supporting Foreign Policy leads

Essential Qualifications:

• Basic IT skills
• Spoken and Written English fluency

Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office.  Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa.  All selected candidates are subject to background checks and will require a security clearance prior to starting work. 
*A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defense Staff (BDS) outposts accept A or NATO visas.