View Vacancy - Executive Assistant to HM Ambassador (CHEB23.233)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Private Office

The British Embassy in Berne is part of a worldwide network, representing British political, economic and consular interests. We are currently recruiting for an Executive Assistant to His Majesty’s Ambassador.  

The Executive Assistant plays a key role in the Embassy, supporting the Ambassador in his leadership of the organisation and external impact with a wide range of stakeholders, including in government and business. This is a busy and demanding job, with a range of competing priorities. The successful applicant will need to be able to work and take decisions often independently, juggle priorities effectively, spot connections, risks and opportunities and maintain a close grip on the various lines of work the Ambassador oversees.

Why should you apply?

We are offering you the opportunity to be part of a friendly and supportive working environment, working across the whole of the Embassy.  This is an exciting and fast-paced role, and you will work on a wide range of issues and with all teams in the Embassy, which is a rare opportunity at this grade. You will have an opportunity to work in a pivotal position within the Embassy and deal directly with external stakeholders and contacts.

The British Embassy in Berne believes in a culture of continuous learning and development, and works to give all staff the opportunity to build expertise and achieve personal goals through engaging on the job, learning from colleagues and from formal training courses. 

What will be your key responsibilities?

The Executive Assistant sits at the heart of the Embassy, and needs to have effective communication links with all teams, as well as command high impact with senior external contacts. Confidence, judgement, language skills, communications and teamwork are essential to facilitate the clear and efficient flow of information between the Ambassador and the various Embassy teams.

The Executive Assistant also leads the Ambassador’s support team, including an intern to support tasks within the Ambassador’s outer office. This will also involve liaising with the Residence team on use of the Residence for the Ambassador. Depending on experience, it could also include some support to planning and delivering events; so some background in event management would be useful.

Because most correspondence and papers are produced electronically, good knowledge of IT and how to use it to best effect is essential.     

Main Responsibilities will include:

  • Manage the Ambassador’s outer office, including monitoring emails, correspondence, contact with external stakeholders, filing and keeping the contacts database up to date.
  • Organise and structure the Ambassador’s diary, meetings and visit programmes to ensure his time is used strategically and to best effect. Make travel bookings and process expense claims.
  • Coordinate the Ambassador’s interaction with all Embassy teams to ensure he gets the information and advice needed, and Embassy colleagues get the responses and direction they need from the Ambassador. Ensure briefings and materials are prepared and delivered in a timely fashion, responses to requests from HMA are promptly responded to, actively disseminate key messages to Embassy colleagues to ensure good communication and a clear understanding of priorities.
  • Provide secretarial leadership to key executive boards at the Embassy focussed on corporate, policy and business planning matters, including preparing agendas, noting and filing key action points/minutes, and monitoring follow-up on action points.
  • Liaise with the Residence team (particularly the Head of Housekeeping and Residence Chef) to ensure good information flow on events, meetings, activities and use of the Residence for the Ambassador.
  • Support to planning and delivering some events at the Residence (depending on experience).

 

Our ideal candidate shows:       

  • Previous experience in a similar role (minimum 2 years);
  • Excellent language skills (written and oral) in English and German (minimum C1 level according to the Common European Framework of Reference for Languages*);
  • Proven IT competence with the full range of Microsoft Office software and other standard office technology;
  • Excellent communication skills for the telephone, correspondence and face-to-face contact;
  • Experience in engaging with external and senior stakeholders;
  • Strong organisational skills, including an ability to deliver high quality work to deadlines and to create or improve structures to facilitate work flows;
  • Ability to work collaboratively and coordinate across a range of different priorities;
  • Evidence of ability to think ahead and spot opportunities in the context of the Ambassador’s and the Embassy’s priorities and strategic objectives.

It will be a plus:

  • Experience in organising and managing events;
  • Proficiency in French;
  • Staff Management experience;
  • Understanding of Foreign Policy and diplomacy.
Changing and Improving, Managing a Quality Service, Delivering at Pace, Working Together
28 May 2023
Administrative Officer (AO)
Full-time, Permanent
40
Europe, Eastern Europe & Central Asia
Switzerland
Berne
British Embassy
1
CHF
CHF 7330.00
1 September 2023

This is a full-time and permanent contract of 40 hours per week.

Gross monthly salary is CHF 7330.00. In addition, staff are entitled to a 13th month salary pro rata. The annual leave entitlement is 25 days per year pro rata and the Embassy also enjoys a maximum of 14 Swiss/ UK public holidays per year.

FCDO is committed to continual learning and development. The Embassy will provide funding in line with L&D requirements and a variety of learning and development is provided throughout the year both directly at post and virtually through the FCDO International Academy. There will be opportunities to attend training, lectures etc. on the job.

Staff recruited locally by the British Embassy are subject to terms and conditions service according to Swiss employment law.

The successful candidate will be subject to professional background and security clearance. The successful candidate must have pre-existing work authorisation for Switzerland in order to apply. All applicants should have the right to live and work in Switzerland.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Switzerland and be prepared to ensure that right remains throughout the scope of the contract. Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

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.

The British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.

*Please note for more information regarding the Common European Framework of Reference for Languages, please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.