View Vacancy - Executive Assistant to Deputy Head of Mission, British Embassy Brasilia
Main purpose of job:
Working as part of a small Executive Support Team, 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 / what will the jobholder be expected to achieve?:
Support to the Deputy Head of Mission, including:
- Arranging meetings/setting up official calls;
- Organising the DHM’s travel within Brazil and to the UK, and the budget for that travel;
- Working with colleagues in the British Consulates to ensure that the DHM is well prepared for all activities outside Brasilia;
- Advising DHM on priorities and best use of her time;
- Managing inbox of DHM, forwarding info relevant to colleagues as needed;
- Processing claims for official expenditure;
- Distributing of correspondence, invitations, in and out trays;
- Preparing guest lists for official events;
- To ensure Executive Office support and coordination of the Brazil Board (the main decision taking body), other committees, and the senior level meeting of the network at the start of each week;
- Corporate contribution: make part of one committee or participate in corporate activities as: Crisis Committee, QBP preparation, Chevening interviews, etc;
- Cover and support the Head of Executive Office and Events Manager absences;
The job holder should be quick, precise and discreet. They should be a good planner and be 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 friendly and approachable face of the Executive Office to senior outsiders and to staff. They need to be keen to be part of a culture of excellence, respect and working together.
Essential on arrival:
- University degree in Secretarial Sciences or Business Administration, and/or experience as an executive assistant;
- Experience in diary management, including with IT systems.
Excellent analytical, interpersonal, and communications skills in both English and Portuguese
Desirable: Experience on managing staff.
Learning and development opportunities (and any specific training courses to be completed):
- Other FCO Mandatory Training: Responsible for Information , Diversity at Work, Health & Safety Awareness, Unconscious Bias, Disability Awareness, LBG&T Awareness
- Induction
- Line Management learning packages
The job holder will need to be prepared to work occasionally outside normal working hours.
- The period of probation for this role in 3 months.
- The British Embassy in Brasilia offers an attractive working environment and a monthly remuneration package for this role of BR 5.526,00 plus benefits (including an excellent health care package).
- Core office hours are 8.30am-4.45pm, Monday -Thursday and 8.30am-4pm on Fridays.
This opportunity is closed to applications.