View Vacancy - Executive Assistant to the Deputy Head of Mission

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 (Residence and Support Staff)
Private Office

Main Purpose of Job:

Working as part of the Executive Office in Brasilia, the Executive Assistant to the Deputy Head of Mission (DHM) is directly responsible for the DHM’s diary, travel, mail and finances.

Roles and Responsibilities:

Support to the Deputy Head of Mission, including:

  • Provide support to the DHM by: doing efficient diary management and arranging meetings/setting up official calls; organising travel within Brazil and to the UK, and the budget for that travel; commission briefings; managing inbox of DHM, forwarding info relevant to colleagues as needed. Advising DHM on priorities and best use of his/her time;
  • Supporting the DHM in cross-Network tasks and commissions.  This includes issuing taskings, following up with teams and doing some quality control.
  • Coordination of the Brazil Board (the main decision taking body for the UK in Brazil), and the senior level meeting of the network at the start of each week;
  • Coordinate the Ambassador’s Bonus Award rounds in Brazil;
  • Process claims for official expenditure;
  • Distribute of correspondence, invitations, in and out tray;
  • Act as Log Taker to the Crisis Committee;
  • Monitor and reply to internal and external emails
  • Playing an active role in setting the culture for the Embassy, including the support on organisation of activities for staff.
  • Budget management for the team, including forecasting and prioritisation.

Work flexibly and collaboratively as a member of the Brasilia Executive Office, including support to HM Ambassador on behalf of the Head of the Office, and support to the Events Manager, as needed.

Contribute to one or more corporate priorities across the Brazil Network. The current post-holder played an active role in the Mental Health Group, Learning and Development Committee and the Diversity Committee, and there is scope for the post-holder to contribute in line with their particular interests and strengths.

The job holder should have strong organizational skills, reliability, tact, discretion and respect for confidentiality, and be quick, precise and discreet. They should be a good planner and able to juggle competing demands, switch between different functions and be comfortable working at speed with a lot of different customers. They should also be a team player, a friendly and approachable face of the Executive Office to senior stakeholders and to staff. They need to be keen to be part of a culture of excellence, respect and working together.

  • Relevant experience as an executive assistant;
  • Experience in diary management, including with IT systems;
  • Excellent analytical, interpersonal, and communications skills in both English and Portuguese (could be tested)
  • Experience in conducting and attending meetings and taking notes, organizing documents, and other administrative tasks that follow
Previous experience at an embassy 
Delivering at Pace, Managing a Quality Service, Working Together
13 December 2023
Administrative Officer (AO)
Full-time, Permanent
40
Latin America and Spanish speaking Caribbean
Brazil
Brasilia
British Embassy
1
BRL
6859,54 monthly
22 January 2024

Learning and Development Opportunities:

The jobholder will have to complete mandatory e-learnings upon arrival. L&D opportunities are offered on a collective and individual basis, according to the position’s specifications and jobholder’s performance.

Working Patterns:

The job holder will need to be prepared to work occasionally outside normal working hours.  

Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.

  • The period of probation for this role in 3 months.
  • The British Embassy in Brasilia offers an attractive working environment and a monthly remuneration package for this role of BR 6859,54 plus benefits (including an excellent health care package).
  • Core office hours are 8.30am-4.45pm, Monday -Thursday and 8.30am-4.30pm on Fridays.
  • The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and enriching learning and development opportunities.
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.