View Vacancy - HMA and DHM Private Assistant

The role is to provide first-class support to Her Majesty’s Ambassador (70%) and the Deputy Head of Mission (30%), and effective organisation and management of the day-to-day running of their office. The HMA/DHM Private Assistant (PA) will be expected to act as a key liaison with Heads of Section, filter and respond to correspondence and requests, coordinate preparation of briefings and speeches, maintain strict quality control over communications and letters, and ensure the smooth operation and prioritisation of HMA’s workload.

Additionally the officer will work as a Trip Officer for the Ambassador and DHM’s high profile visits, organising the visits accordingly. Responsibilities may include internal communications, coordination of staff resources, coordination of briefing material, information management, event planning and logistics and programme order.

Roles and responsibilities:

-HMA/DHMA Office management

• Management of HMA background information for daily programme:
  * Review of HMA daily agenda making sure that briefing is timely provided for meetings and trips requesting briefing to other sections as and when required).
  * Liaise with other Embassy sections on background for meetings and visits, speeches, and other events as appropriate. 
• Serve as point of contact for requests to the Ambassador’s office, prioritising and bringing important issues to the ambassador’s attention and filtering requests to other team members where appropriate.
• Attend Heads of Section meeting and circulate information about HMA or DHM agenda.
• Attend meetings with HMA and DHM as required and take record.
• Drafting and editing of: letters, minutes, miscellaneous documents for HMA and DHM. Quality control and formatting of drafts and other documents.
• Support the appointments secretary who manages day-to-day administrative tasks, including answering phone calls, booking appointments, receiving visitors, and answering of correspondence where required and stand in for her during absences.

-Trips Officer

• Organise trips, travel and visits for HMA. Liaise with Close Protection Team over travel itineraries, hotels, calls for visits outside Bogotá and Honorary Consuls as and when appropriate.
• Organise trips, travel and visits for DHM.
• Member of core planning team - liaison for HMA and DHM visit and outreach planning.
• Creation and revision of VIP visit programmes, under direction of Visit lead.
• Act as central point for logistical coordination.
• Project planning– creating time lines, action logs, roles & responsibilities information as needed.

 -Other Duties

• Ensure fluid coverage in Private office regardless of planned or unplanned absences.
• Facilitate flow of information to Embassy staff all the times. This can include participation in different committees around the Embassy.
• Organise Town Hall Meetings (monthly) and Staff Seminars and other Embassy events.
• Perform other activities required by the line manager

-Learning and Development

• Familiarize with the role of the PA for the Ambassador and the DHM, as well as with the Embassy work in the country and its priorities. 

• Previous experience in a similar role or at a diplomatic mission is helpful.
• Excellent Spanish, working knowledge of English. 
• Bachelor’s degree.
• At least 2 years of previous experience in office administration or providing executive administrative support.