View Vacancy - FJS - Executive Assistant to the British High Commissioner, A2(L)

Main purpose of job:

• Act as Executive Assistant  to the British High Commissioner, providing a high level service to enable him/her to fulfil his/her role as effectively as possible
• Manage the High Commissioner’s  diary
• Act as the interface between the High Commission’s Private Office and external contacts, including government officials in Fiji and the wider Pacific Network
• Chief of Staff, ensuring all staff meetings are scheduled effectively and are well attended, and responsibility for followed-up actions
• Other ad hoc activities including organisation of meetings, events – including evening reception, lunches and dinners as required

Roles and responsibilities:

• Dealing effectively with all Private Office correspondence (telephone, email and post); ensuring the correct protocol and procedures are followed; and records maintenance
• High Commissioner’s diary management and arrangement of external and internal official meetings
• Ensuring the High Commissioner has preparatory documents ahead of meetings and events
• Booking of the High Commissioner’s travel and accommodation
• Manage, monitor and keep a record of the High Commissioner’s travel expenditure, providing budget forecasts as required
• Maintaining the High Commission Contacts Database
• Supporting the Political Team with the preparations of invitation lists, especially for the Queen’s Birthday Party and other regular events
• Completion, record maintenance and despatch of Note Verbales
• Learning and Development Champion for staff at the British High Commission

• At least 5 years’ experience as an Executive Assistant or Personal Assistant to a senior manager
• Excellent interpersonal skills and communications skills with a good standard of English
• Initiative to solve problems, raise matters of concern and seek guidance where necessary
• A good problem solver, able to work independently using personal judgement
• Able to organise and prioritise a busy workload
• Assertive, courteous and able to handle strong personalities
• Proficiency in Microsoft Office and database management preferred
• Occasional out of hours work will be required