View Vacancy - Personal Assistant to the Ambassador & Office Manager

Main purpose of job

As Personal Assistant & Office Manager, the successful candidate will be expected to provide administrative, secretarial and ad hoc policy support to the Ambassador and to support the Chief of Staff in the smooth running of the Executive Office.

Roles and responsibilities

Core duties will include effective office administration, assisting in organising meetings, hospitality and travel arrangements, fielding telephone calls and enquiries, and managing the Ambassador’s correspondence. Typing and dictation may also form part of the job holder’s core responsibilities.

The jobholder will manage the Ambassador’s personal administration, working closely with the Diary Secretary, and provide support to the Deputy Ambassador’s Assistant on an ad-hoc basis (ie as leave cover). As Office Manager, the job holder will work closely with the Chief of Staff to ensure the smooth running of the Executive Office, including maintaining databases, archiving and overseeing the transition to a new office space.

This is a busy and interesting role at the heart of the Embassy, and offers exposure to some of the most important and high profile issues in the US/UK relationship. The job holder will be a key member of a friendly and approachable team. They will closely with staff in the Embassy, Ambassador’s Residence, the Consulate General network across the US and with colleagues in London. The job holder will work directly with the Ambassador, his Chief of Staff and Diary Secretary in a happy and motivated team. 

The job holder may also be required provide support to the Deputy Ambassador and his Executive Assistant when the Ambassador is travelling. There may also be opportunities to travel with the Ambassador, as well as attending and minuting meetings in and around DC.

This is a full time job, and typically 9-5, but as we are largely subject to the Ambassador’s diary, the job holder will need to be flexible should support be required outside of these hours (overtime applies).

Duties and Responsibilities

• Typing and dictation of letters, speeches and emails to screen.
• Collating and coordinating comments and input from across the Embassy where needed. Quality control, proof-reading, documents before they are issued.
• Managing all incoming and outgoing correspondence, producing drafts for the Ambassador where appropriate.
• Making travel arrangements for the Ambassador’s visits to the UK and US domestic travel.
• Support the Chief of Staff in budget monitoring and administration.
• Deputise for colleagues as required.
• Act as first point of contact for phone calls and general queries.
• Coordinate Freedom of Information returns on behalf of the Executive Office.
• Proactive archiving of the Ambassador’s correspondence (email etc).
• General office management including logging the Ambassador’s travel, leave, gifts and monthly activities; stationery orders, shredding, data management, maintaining the Ambassador’s contact lists.
  
  

• 2-3 years substantive experience in relevant positions is preferred.
• Excellent secretarial skills, including touch and/or speed typing and proficiency with the Microsoft Office Suite
• Excellent organisational skills and a keen eye for detail.
• Excellent written and verbal communication skills.
• Ability to multi-task and work as a team player.
• Strong interpersonal skills, including the ability to be professional, courteous and deal directly with senior level contacts both inside and outside the Embassy.

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.