View Vacancy - Diary Secretary, Administrator & Events Assistant (BEL018)
The British Bilateral Embassy in Belgium is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for a motivated Diary Secretary, Administrator & Events Assistant for the Private Office of the Ambassador.
This position would suit a self-starter with a keen eye for detail, who would work closely with the Personal Assistant & Events Manager to help run the Ambassador’s office and supporting events.
Main responsibilities will include:
Management of Ambassador’s Diary
- Set up a large volume of appointments;
- Filter and respond to mail and daily invitations;
- Assist in drafting correspondence;
- Organise efficient and cost effective transport for the Ambassador;
- Setting up conference calls;
- Deputise in the absence of the PA and Events Manager.
Embassy Events Organisation
- Co-ordinate and compile guest lists;
- Issue invitations;
- Ensure effective liaison with the Residence team;
- Attend the events & welcome guests.
Support to wide Embassy
- Prepare agendas, record meetings, book rooms and assist with set–up;
- Provide support to the Deputy Head of Mission;
- Provide support to Embassy e.g. responsible for contacts database to ensure proactive and targeted networking;
- Provide administrative assistance to Embassy crisis team during a crisis.
- Fluency in English (both oral and written);
- Operational French language or operational Dutch language;
- Proven ability to prioritise and deliver results, meet competing deadlines and work efficiently to tight timescales;
- Organisation skills and attention to detail;
- Excellent customer service skills;
- Open and flexible approach (from time to time the position requires involvement in evening events and the need to work flexibly to accommodate this / other work spikes);
- Ability to work effectively within a team;
- Strong IT skills, in particular Microsoft Excel and Word;
- Willingness and ability to review, develop and improve existing systems.
- Operational French or Dutch;
- Knowledge of Belgium country specifics
- Previous experience of diary / database management;
- Previous experience of organising and delivering events;
- Creative flair.
This is a full-time position for 5 working days (36.25 hours net). The position will be filled on a “replacement contract” to cover a leave of absence.
The monthly gross salary for this position is € 2,504.94 gross A1 (L) level (The British Diplomatic Missions in Belgium salaries are not subject to annual indexation).
Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.
The successful candidates will be subject to professional background checks and security clearance.
Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
This opportunity is closed to applications.
