View Vacancy - Personal Assistant to the Deputy High Commissioner/ Development Director, Private Office(AO) (23/25 NR)

Main purpose of job:

To provide high-level administrative and organisational support to the Deputy High Commissioner (DHC) ensuring smooth management of their office. This includes managing their diary, handling correspondence and serving as the key liaison between the Deputy High Commissioner and stakeholders.

The Job Holder will arrange internal and external engagements including official events, and plan through changes in response to daily and weekly priorities. This position requires attention to detail, ability to prioritize and deconflict requests. The job holder should also have good organisation skills, enthusiasm and a willingness to be flexible and adapt to changing circumstances. It also requires proactivity, excellent communication and good collaboration skills.

He/she will form part of the Private Office team and will be required to work closely with the Chief of Staff to the High Commissioner and Deputy High Commissioners’ and the Personal Assistant to the High Commissioner

Roles and responsibilities

Diary Management (50%)

• Manage DHC’s diary including scheduling meetings, screening requests, accepting and declining invitations. This will require working in close consultation with DHC to establish priority engagements while considering DHC’s working style and pattern.
• Coordinate meetings and calls with a wide range of stakeholders, including senior government officials, diplomatic missions and business leaders.
• Ensure the Deputy High Commissioner is adequately briefed and prepared for all meetings.

Correspondence and Communication (10%)

• Manage DHC’s paper and electronic correspondences ensuring timely responses and appropriate follow-ups, while filtering and prioritising communications.
• Format and draft correspondence on behalf of the DHC including letters and Note Verbales.
• Ensure all physical and hybrid meetings chaired by the DHC have a meeting room booked and are connected on the VTC prior to the start of the meeting.
• Receive and escort DHC’s guests into the Mission, liaising with security team as required.

Event management (20%)

• Draft and issue invitations for small lunches/dinners hosted by the DHC. This will involve tracking RSVPs and following up for responses.

• Organize and manage the set-up of events at Apollo House (DHC’s Residence).
• Ensure speaking points and briefing notes for the DHC are commissioned and ready in good time.
• Provide assistance to teams cross-mission in guest list and overall events management for (large) events as directed by the Chief of Staff

Administrative & travel management (10%)

• Maintain an up-to-date online filing system for DHC’s correspondence.
• Maintain contact sheets for DHC’s key contacts including for Diplomatic Missions and Government officials.
• Process expenses and reconcile claims in line with policy guidelines. Manage DHC’s budget ensuring accurate monthly forecasts.

• Organise DHC’s official travel including logistics, visas, accommodation and briefing packs while liaising with security and transport teams where necessary.

Visa handling & other duties: (10%)

• Manage Visa queries from DHC contacts working closely with the Visa Outreach Officer.
• Work closely with the Visa Outreach Officer to handle visa requests for large government delegations travelling to the UK.
• Provide leave cover for the PA to the High Commissioner & DHC’s PA.
• Liaise with Crisis Committee leads to ensure the Crisis roster is up to date.

• Minimum of 5 years’ work experience in a personal assistant/executive role or similar role.
• Strong organisational skills with the ability to prioritise effectively.
• Strong interpersonal and communications skills, oral and written.
• The ability to work independently without close supervision.
• High level of discretion and integrity in handling sensitive information. This position requires poise, tact and diplomacy.
• Excellent command of written and spoken English.