View Vacancy - Personal Assistant to the Ambassador
The British Embassy is looking for a Personal Assistant to provide administrative and secretarial support to the Ambassador and ensure the smooth day-to-day running of his Executive Office. Core duties vary, but typically include typing and dictation with the Ambassador, effective office administration, organising meetings, hospitality and travel arrangements as well as fielding phone calls and enquiries, and managing the Ambassador’s correspondence.
This is a varied and interesting role at the heart of the Embassy. You will work directly with the Ambassador, his Chief of Staff and Diary Secretary, enjoying exposure to some of the most important and high profile issues of the day and providing support and advice as required. You will work closely with staff in the Embassy, the Ambassador’s Residence, the Consulate General network across the US, as well as with colleagues in London. You may also be asked to provide support to the Deputy Ambassador and his Executive Assistant when the Ambassador is travelling.
This is a full time job, and typically 9.00am-5.00pm, but as we are largely subject to the Ambassador’s diary the job holder will need to be flexible should support be required outside of these hours (overtime applies).
Duties and Responsibilities:
- Typing and dictation of letters, speeches and emails to screen.
- Managing all incoming and outgoing correspondence.
- Making travel arrangements for the Ambassador’s visits to the UK and US domestic travel.
- Support the Chief of Staff in budget monitoring and administration
- Coordinate bids for use of the Ambassador’s Residence.
- Act as first point of contact for phone calls and general queries.
- General office management including logging the Ambassador’s travel, leave, gifts and monthly activities; stationery orders, shredding, data management, maintaining the Ambassador’s contact lists.
- Support Chief of Staff and Diary Secretary as required.
- 2-3 years substantive experience in relevant positions is preferred.
- Excellent secretarial skills, including touch and/or speed typing and proficiency with the Microsoft Office Suite
- Excellent organisational skills and a keen eye for detail.
- Excellent written and verbal communication skills.
- Ability to multi-task and work as a team player.
- Strong interpersonal skills, including the ability to be professional, courteous and deal directly with key players at a senior level both inside and outside the Embassy.
Under US State Department requirements, the Embassy may only employ, as non-diplomatic staff, persons who are US citizens, US Green Card holders or A or NATO visa holders with EAD cards*.
If you hold a visa other than an A or NATO visa you are not currently eligible to work at the Embassy. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All candidates will be subject to background checks and security clearance.
The British Embassy offers a strong benefits package. This package includes health insurance, pension, generous leave entitlement, and training opportunities.
Resume and cover letter should be submitted by 15 March 2017. Internal candidates must inform their supervisor if they intend on applying.
Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.
The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.
This opportunity is closed to applications.