View Vacancy - Personal Assistant to the DHM / Executive Office

Main purpose of job:

We are recruiting for an A2 Personal Assistant to work with the Deputy Head of Mission (DHM). The successful candidate will work as an integral part of the Executive Office, working closely to the Head of the Executive Office and with the Diary Secretary to the Ambassador. They will have a good overview of all activity in the organization and will therefore need to work closely and visibly with all Embassy sections and interact with a range of external contacts in Mexico and the UK, in both English and Spanish.

This is a varied and challenging position given the unpredictability of tasks and requests in the Executive Office. The successful candidate will undertake a wide range of diary, administrative and organisational tasks; act as filter for issues to be raised with the DHM; and lead on certain corporate projects/initiatives, as required.

Roles and responsibilities / what will the jobholder be expected to achieve?:

70% - Working to the DHM

• Help the Deputy Head of Mission (DHM) to operate as efficiently as possible by ensuring effective communication with the Executive Office and Embassy/network.
• Keep the DHM’s ever-changing Microsoft Outlook Calendar up to date at all times.
• Liaise with government ministries, companies and other institutions in Mexico as well as in the UK to develop DHM’s programme of meetings, activities and engagement.
• Manage the DHM’s budget forecasting and process expense claims on Prism.
• Organise logistics, accommodation, travel and programmes for the DHM’s visits.

30% - Working with the Executive Office and on wider corporate work

• Work as part of the wider Executive Office, including covering for the Diary Secretary to HM Ambassador (HMA) and PA to HMA when necessary. 
• Assist the DHM and the Executive Office to undertake on administrative tasks such as: draft correspondence, take minutes, manage contact database and translations. 
• Act as PA to the Embassy Crisis leader, when required.
• Ensure that the forward look for the Embassy and Absence Chart are kept up to date.

Resources managed (staff and expenditure):

• Manage the DHM’s budget forecasting and process expense claims on Prism.

• Previous experience in an office setting, with a clear understanding of a PA role and internal communications.
• Excellent attention to detail and ability to deliver at pace, on time and on your own initiative.
• Flexibility and adaptability to juggle a range of different tasks to deliver to tight and last minute deadlines.
• Excellent judgement and ability to understand the context and what other people need in order to deliver their work - the DHM, HMA, the Executive Office, Sections across the Embassy.
• Excellent interpersonal skills, excellent team player.
• Excellent organizational and time management skills.
• Excellent written and oral communication skills in both languages English and Spanish, and an ability to proof read.
• Ability to research, digest, analyse and communicate material creatively, clearly and concisely.
• Ability to work under pressure and to tight deadlines, show flexibility and resilience.
• Honesty, reliability, integrity, inclusivity, confidentiality and professionalism.
• Language: English and Spanish - excellent written and oral communication skills in both languages English and Spanish, and an ability to proofread.