View Vacancy - Executive Assistant to the Deputy Head of Mission

Main Purpose of Job:

Working as part of the Executive Office in Brasilia, the Executive Assistant to the Deputy Head of Mission (DHM) is directly responsible for the DHM’s diary, travel, mail and finances.

Roles and Responsibilities:

Support to the Deputy Head of Mission, including:

• Provide support to the DHM by: doing efficient diary management and arranging meetings/setting up official calls; organising travel within Brazil and to the UK, and the budget for that travel; commission briefings; managing inbox of DHM, forwarding info relevant to colleagues as needed. Advising DHM on priorities and best use of his/her time;
• Supporting the DHM in cross-Network tasks and commissions.  This includes issuing taskings, following up with teams and doing some quality control.
• Coordination of the Brazil Board (the main decision taking body for the UK in Brazil), and the senior level meeting of the network at the start of each week;
• Coordinate the Ambassador’s Bonus Award rounds in Brazil;
• Process claims for official expenditure;
• Distribute of correspondence, invitations, in and out tray;
• Act as Log Taker to the Crisis Committee;
• Monitor and reply to internal and external emails
• Playing an active role in setting the culture for the Embassy, including the support on organisation of activities for staff.
• Budget management for the team, including forecasting and prioritisation.

Work flexibly and collaboratively as a member of the Brasilia Executive Office, including support to HM Ambassador on behalf of the Head of the Office, and support to the Events Manager, as needed.

Contribute to one or more corporate priorities across the Brazil Network. The current post-holder played an active role in the Mental Health Group, Learning and Development Committee and the Diversity Committee, and there is scope for the post-holder to contribute in line with their particular interests and strengths.

The job holder should have strong organizational skills, reliability, tact, discretion and respect for confidentiality, and be quick, precise and discreet. They should be a good planner and able to juggle competing demands, switch between different functions and be comfortable working at speed with a lot of different customers. They should also be a team player, a friendly and approachable face of the Executive Office to senior stakeholders and to staff. They need to be keen to be part of a culture of excellence, respect and working together.

• Relevant experience as an executive assistant;
• Experience in diary management, including with IT systems;
• Excellent analytical, interpersonal, and communications skills in both English and Portuguese (could be tested)
• Experience in conducting and attending meetings and taking notes, organizing documents, and other administrative tasks that follow