View Vacancy - Executive Office Intern - British Embassy Mexico City
Main purpose of job:
Provide administrative support to the Executive Office. Maintain an up-to-date database of the Ambassador’s main contacts to ensure key stakeholders are invited to meetings, events, etc.
The Executive Office Internship provides an excellent opportunity for candidates to gain insight and experience working for one of the key diplomatic missions in Mexico. This is a varied and challenging position given the unpredictability of tasks and requests in the Executive Office, and the successful candidate will play a vital role in supporting His Majesty’s Ambassador and their team.
Roles and responsibilities:
- Update and maintain His Majesty’s Ambassador database as required.
- Format letters, as well as liaise with Logistics & Protocol Team for the proper signature and delivery of Notes for SRE purposes.
- Book flights and accommodation for HMA’s upcoming regional state visits (average 3 per month) and trip overseas.
- Assist on the coordination of meetings for the Executive Office with other members of the Embassy.
- Assist on the organisation of events and visits as required at the Embassy, Capital Reforma or Residence.
- Provide attention to HMA’s external guests, either in person, email, or phone, receiving and escorting them.
- Print and gather the proper delivery of daily evening box papers.
- Deliver reports in Excel, Word, and PowerPoint to his/her Line Manager/other colleagues.
- Compare different suppliers looking for the best option based on the Value for Money premise.
- Coordinate team’s stationery with Corporate Services.
- Attend and provide support if required, to events organised by other sections.
- Provide logistics support in events, participating in commercial and cultural events in the promotion and marketing of Mexican products and the United Kingdom, development and follow up with key contacts.
- All employees in the Embassy network are expected, as part of their job, to contribute towards the corporate activity of the organisation.
- Undergraduate degree student (preferably in last semester or recently graduated) in Administration/International Relations/Business or related subject.
- Attention to detail.
- Proficiency in Microsoft applications.
- A pleasant and helpful manner and excellent customer service skills.
- Ability to execute administrative tasks.
- Willingness to learn.
- Ability to manage your own time, scheduling, and working under deadlines.
- Should be a proactive and creative self-starter with strong interpersonal skills who has the ability to learn quickly.
- Must be willing to work in constantly changing multicultural environments.
- Language requirements: English & Spanish (fluent: B2 CEFR or equivalent).
- Legal status to live and work in Mexico in your own right, from time of application.
Learning and development opportunities:
- Global Learning Opportunities courses.
- Expertise Week courses.
- Being part of the Interns’ taskforce.
- Learning on the day-today interaction with HMA and Executive Office.
Candidates must be able to live and work in Mexico in their own right.
The successful candidate will be subject to a security clearance and professional reference checks.
Please ensure you answer all application questions in full as CVs will not be considered in the recruitment process until the interview stage.
Employees who are not liable to pay local income tax on their Mission salary, e.g. some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.
Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
Working patterns: Monday-Friday 08.00-13.00. This is a hybrid role, with 3 days in office and up to 2 days work from home.
This opportunity is closed to applications.