Executive Assistant to Hm Ambassador

vor 2 Wochen

Bern, Schweiz Foreign & Commonwealth Office Vollzeit

Job Description (Roles and Responsibilities)

The British Embassy in Berne is part of a worldwide network, representing British political, economic and consular interests. We are currently recruiting 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, juggle priorities effectively, spot connections, risks and opportunities and maintain a close grip on the various lines of work the Ambassador oversees.

**Why should you apply?**

We are offering you the opportunity to be part of a friendly and supportive working environment, working across the whole of the Embassy. This is an exciting and fast-paced role, and you will work on a wide range of issues and with all teams in the Embassy, which is a rare opportunity at this grade. You will have an opportunity to work in a pivotal position within the Embassy and deal directly with external stakeholders and contacts.

The British Embassy in Berne believes in a culture of continuous learning and development, and works to give all staff the opportunity to build expertise and achieve personal goals through engaging on the job, learning from colleagues and from formal training courses.

**What will be your key responsibilities?**

The Executive Assistant sits at the heart of the Embassy, and needs to have effective communication links with all teams, as well as command 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, including an intern to support tasks within the Ambassador’s outer office. This will also involve liaising with the Residence team on use of the Residence for the Ambassador. 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.

**Main Responsibilities will include**:

- 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.
- 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.
- 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
- 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

**It will be a plus**:

- Experience in organising and managing events;
- Proficiency in French;
- Staff Management experience;
- Understanding of Foreign Policy and diplomacy.
- Required behaviours- Changing and Improving, Managing a Quality Service, Delivering at Pace, Worki

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