View Vacancy - Assistant Private Secretary to the UK Ambassador to NATO (BEL25.356)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require.
UK Mission
UKDEL (UK Delegation to NATO)

Who are we? 

The United Kingdom’s Joint Delegation to NATO (UKDEL) 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. It is now looking for an Assistant Private Secretary to the UK Ambassador to NATO.

Main purpose of job:

This role sits at the heart of the UK Delegation to NATO, within a dynamic Private Office team of four. The team supports the UK’s Permanent Representative (PermRep) to NATO and the Senior Leadership Team in delivering the UK’s strategic objectives, aligned with the Foreign, Commonwealth & Development Office (FCDO)’s security priorities.

As Assistant Private Secretary, the jobholder will play a central role in enabling the PermRep’s day-to-day engagements and ensuring the smooth running of the office. The role involves close collaboration with the Diary Manager and oversight from the Private Secretary, ensuring the PermRep is well-prepared, well-supported, and able to engage effectively across NATO. You will line manage one Personal Assistant who supports a member of the Senior Leadership Team.

This is a unique opportunity to work in a high-performing, collaborative team environment, gaining insight into UK foreign policy and diplomacy. The role offers development in coordination, communication, and stakeholder engagement, with exposure to senior-level decision-making and international engagement.

Roles and responsibilities:

This dynamic role supports the UK Ambassador to NATO by ensuring seamless coordination across travel, budget, and overall preparedness. As a core member of the Private Office, the Assistant Private Secretary (APS) acts as a trusted aide, operational lead, and forward planner—enabling the Ambassador to deliver high-impact engagements in at NATO, in London, and overseas.

1.    Delegation Coordination for the North Atlantic Council (NAC) (20%)

  • Prepare weekly forward-look packs for NACs, coordinate papers across the delegation, and follow up on actions and minutes.
  • Monitor the Private Office shared inbox and identify priority messages from NATO, ensuring rapid information sharing with the delegation.
  • Deputise for the Private Secretary by representing the UK at the NATO Council Coordination Group Committee and providing timely updates to the UK Delegation on forthcoming North Atlantic Council (NAC) meetings.

2. Ambassador Support & Administration (20%) 

  • Handle personal administration for the Ambassador (e.g. car, healthcare, travel package), requiring discretion and confidentiality. French language skills are highly desirable for managing Brussels-based admin.
  • Monitor the Ambassador’s inbox, identify priority messages, and respond professionally to internal and external stakeholders. Escalate urgent issues and work closely with the Diary Manager to adjust plans as needed.
  • Represent the Private Office on internal coordination councils at NATO and report back to the UK Delegation.
  • Process travel expenses.

3. Travel & Logistics (20%) 

  • Lead on planning and delivering all Ambassador travel (UK and international), ensuring trips are well-structured, purposeful, and error-free. Monitor travel in real time to ensure smooth execution.
  • Book flights, accommodation, and transport with precision and foresight.
  • Act as lead penholder for travel programmes, drafting detailed itineraries in Microsoft Word. This includes reaching out to Ambassador counterparts and senior contacts—such as ministerial teams across FCDO, MOD, and Cabinet Office—to shape and confirm meetings.

4.    Budget & Financial Oversight (15%)

  • Manage the Ambassador’s budget, covering travel, hosting, and residence costs.
  • Use Excel confidently to track expenditure, produce tables, graphs, and (ideally) pivot tables.
  • Provide monthly financial updates in a clear and visual format.
  • Monitor financial trends and ensure value for money across activities.
  • Collate bids across the delegation to shape Ambassador and Senior Leadership Team engagements. Own the engagement tables and work closely with the Private Secretary to ensure strategic goals are delivered.

5.    Line Management (10%) 

  • Provide line management to 1x Executive Assistant. 

6.    Office Operations & Team Support (15%) 

  • Maintain an organised filing system, ensuring documents are easily accessible and well-managed both online and in hard copy.
  • Work with the Private Secretary to develop systems and processes that improve Private Office efficiency and ensure seamless information flow to and from the Ambassador.
  • Support the Private Secretary with daily briefing packs for the Ambassador, ensuring materials are appropriate and complete.
  • Provide flexible administrative support including filing, message handling, and visitor welcome.
  • Support inward VIP visits in collaboration with the Business Management team.

7. Participate in wider Mission’s initiatives as required, including engaging in a corporate role.


Don't miss out on this fantastic opportunity!

Our Ideal Candidate shows: 

  • Full professional proficiency in English (written and spoken, minimum of C1 level for CEFR* framework).
  • Executive Administration: Experience managing and coordinating visits/events, documents and office operations to a high standard.
  • Customer-Facing Experience: Delivers excellent service while managing multiple stakeholders and issues simultaneously.
  • Budget Oversight: Able to improve financial tracking tools and present monthly updates visually.
  • Digital Confidence: Skilled in Microsoft Office, especially Excel, being capable of turning data into clear, compelling visual formats and analyse it to inform strategic decisions. Comfortable working across multiple systems and able to learn new software e.g. ERP tool.
  • Logistical & Operational Excellence: Ability to manage competing priorities in a fast-paced environment. Highly organised, reliable, and proactive in managing travel, scheduling, and office systems.
  • Strategic & Systematic Thinking: Plans ahead, follows processes, and maintains tidy, well-organised systems.
  • Clear Communicator: Builds strong relationships across the delegation and engages confidently with senior stakeholders.
  • Discreet & Dependable: Handles sensitive matters with care and professionalism.
  • Interest in Politics, International Relations, Current affairs.

Nice to have: 

  • French Language Proficiency: Confident using French for Brussels-based admin and stakeholder engagement. (written and spoken, minimum of B1 level for CEFR* framework).
  • Experience working in an international environment
  • Experience working in a diplomatic and/or multilateral environment.
  • Line Management: Previous supervisory experience or readiness to manage a member of staff.
Changing and Improving, Communicating and Influencing, Delivering at Pace, Managing a Quality Service
12 November 2025
Executive Officer (EO)
Full-time, Fixed term, with possibility of renewal
36.25 hours per week
Europe, Eastern Europe & Central Asia
Belgium
UK Joint Delegation to NATO, Brussels
British Embassy
1
EUR
5,499.34
monthly
12 January 2026

This is a full-time position based in Brussels, offered as a 12-month fixed-term contract (36.25 hours net per week, equivalent to 5 working days), with the possibility of renewal and potential conversion to a permanent contract depending on performance and organisational needs.

The monthly gross salary for this position is € 5,499.34 (EO) level. In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

The starting date will be agreed between the parties.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract. Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Learning & Development: On-the-job learning is supported by a collaborative and experienced Private Office team, with regular mentoring from the Private Secretary. The role offers opportunities to lead on tracking a policy portfolio from within the Private Office, shadow committee meetings, and visit the UK FCDO Head Office. The FCDO also provides access to structured learning through Diplomatic Academy modules, including courses on international relations, protocol, and effective communication. There may also be opportunities to attend relevant training sessions, workshops, and cross-delegation learning events in the UK Delegation in NATO.

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

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 be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor 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.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.