Executive Assistant to Hm Ambassador
vor 4 Wochen
Job Description (Roles and Responsibilities) 1
The British Embassy in Berne is part of a worldwide network, representing British political, economic and consular interests overseas and is now looking 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 without detailed oversight, juggle priorities effectively, and maintain a close grip on the various lines of work the Ambassador oversees.
The Executive Assistant sits at the heart of the Embassy and is crucial in providing effective support to the Ambassador by collating and channelling policy and operational advice from the various Embassy teams. Having effective links with all teams is key, as well as 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. This will involve liaising with the Residence team on use of the Residence for the Ambassador and for wider Embassy events at the Residence. 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.
**Roles and responsibilities**:
- 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.
- Know, and be able to explain confidently, the Ambassador’s views on policy issues, providing strategic context to staff at all levels.
- Help to prioritise requests and carefully balance the competing demands for the Ambassador’s advice, feedback and direction.
- 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.
- 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).
Essential qualifications, skills and experience 1
- **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.
Desirable qualifications, skills and experience 1
- Experience in organising and managing events;
- Proficiency in French (minimum B2 level according to the Common European Framework of Reference for Languages*);
- Staff Management experience;
- Understanding of Foreign Policy and diplomacy
- Required behaviours 1- Changing and Improving, Managing a Quality Service, Delivering at Pace, Working Together Application deadline 1
- 15 April 2024
Grade 1
- Administrative Officer (AO)
Type of Position 1
- Full-time, Permanent
Working hours per week 1
- 40h per week
Region 1
- Europe, Eastern Europe & Central Asia
Country/Territory 1
- Switzerland
Location (City) 1
- Berne
Type of Post 1
- British Embassy
Number of vacancies
-
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