Deputy Head of Mission's Executive Assistant and Residence Manager

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View Vacancy - Deputy Head of Mission's Executive Assistant and Residence Manager

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. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require.

Job Category

Foreign, Commonwealth and Development Office (Residence and Support Staff)

Job Subcategory

Private Office

Job Description (Roles and Responsibilities)

Main purpose of the job:

The British Embassy in Washington DC has an exciting opportunity for a proactive, dynamic person to join the Private Office team as the Deputy Head of Mission's (Deputy Ambassador or DHM) Executive Assistant and Residence Manager. This opportunity is a rewarding role which supports and further develops the special relationship between the UK and the US.

The US Network offers a unique career enhancing opportunity and is committed to supporting its staff through a variety of benefits including generous leave, insurance packages and a highly competitive 401k programme. It also promotes a culture of flexibility which enables people to better maintain wellness through an excellent work/life balance approach that encompasses hybrid working, including working from home and flexible hours, where possible. In this role you would be working in a diverse international environment, supporting UK diplomats, armed forces personnel and other country based staff operating across the British Government's network of Consulates and Government Offices in the United States. This network provides a platform for approximately 30 Government departments and agencies to conduct their work in the United States and is made up of over 900 staff with a rich and diverse background, skill sets, and experiences.

This position will work directly to the Deputy Head of Mission (DHM), as part of the Private Office team which also supports the work of the Ambassador. This is a fantastic opportunity to work with a wide variety of stakeholders: including the Ambassador's Private Office, colleagues across departments within the Embassy, Consuls General (CGs) (and their teams), Honorary Consuls across the US Network, and the offices of external contacts of the DHM's for example at State Dept, National Security Council (NSC), Think Tanks and other embassies in Washington DC. The ideal candidate for this position will be a reliable self-starter with strong organisational skills and who takes a pro-active and flexible approach. Tact, good judgement, and discretion are essential to the role.

The ideal candidate will be able to confidently work autonomously as well as collaboratively. They will be supported to quickly familiarise themselves with relevant working practices and policies and be able to plan and prioritise. They will need to work in a fast-paced environment while maintaining good attention to detail and strong written and oral communication skills. And they will actively model all this in their leadership of the DHM's Residence team, embedding a culture of continuous improvement.

Roles and responsibilities:

Executive Assistant to the DHM:

• Manage DHM's diary and Forward Programme and ensure all relevant briefing is provided in advance of engagements. Liaise with internal colleagues and external contacts/ their offices to arrange meetings (virtual and in-person), for example officials at the White House, State Department, NSC, think tanks, Congressional and other Embassy's deputies as well as FCDO senior officials in London. Prioritise diary requests and advise Embassy colleagues on processes for use of the DHM's Residence and DHM's engagement. Working closely with HMA's diary secretary and wider team to effectively manage senior representation at external meetings and events.
• Commission briefings, when appropriate,
• Provide administrative support to the DHM, including, but not limited to: drafting/formatting letters, scanning documents, managing excel spreadsheets and guest lists, booking rooms, processing expense claims on HERA, arranging transport, drafting internal comms, planning all-staff meetings, taking minutes at meetings etc.
• Monthly CGs call secretariat: draft and circulate agenda and actions for weekly call with CGs and liaise with speakers. Manage the CGs DL and CGs Teams channel to ensure both are kept up-to-date with relevant colleagues included.
• Prepare travel itineraries for both domestic and international, book hotels and transport, liaise closely with London and CGs for coordinating DHM's visit programmes.
• Organise and manage the annual Consuls General and Honorary Consuls conferences as well as ad hoc visits by individual CGs or Hon Cons. The CGs' conference takes place annually at Washington inviting all CGs across the US network. Thus, it will be the EA's responsibility to organise the programme, arrange external speakers, provide logistical support and help with arranging accommodation and organising both informal / formal lunches and dinners.
• Organise official entertainment (breakfasts, coffees, lunches, round tables, dinners) for DHM with external contacts and book venues/ restaurants accordingly.
• Manage and maintain DHM's contacts on database. Support selection of guests/external contacts (on DHM's behalf) to Embassy events. Build and maintain official networks with DHM's contacts and their designated offices.

DHM's Residence Manager and Private Office Assistant:

50% Residence Manager

• Management of DHM's Residence building, stock and facilities.
• Act as the point of contact for DHM's Residence in terms of coordinating events and availability of the Residence.
• Maintain a thorough overview of all maintenance, repairs, fixes and other upkeep required at the Residence.
• Management of DHM's Residence team effectively to help deliver core responsibilities, including both formal line management and training, and coaching and on-the-job guidance.
• Management of DHM's Residence budgets.
• Ensure effective communication with all stakeholders about events and visits.
• Ensure excellence in service and standards in delivering events and visits, including food and beverage selections.

50% Private Office Assistant

• Completing stationery orders, shredding and data management on behalf of Private Office.
• Supporting the work of the Ambassador's Chief of Staff.
• Assisting with events management.

Resources managed:

Line Manager to the DHM Residence Head Housekeeper

Essential qualifications, skills and experience

• 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 senior level contacts both inside and outside the Embassy.

Language requirements:

Language: English

Level of language required: Fluent

Applicants for this position must be a national of one of the following countries: UK, US, Canada, Australia, New Zealand

US State Department requirements, the UK Government in the US has restrictions on the type of visas our non-diplomatic staff may hold. If you are not a US Citizen or a US Permanent Resident, or the dependent of a diplomat (with an EAD card), you may not be eligible for employment with the UK government. We cannot accept student Visas (J1, F or M) nor other forms of work Visas (I, H, P). If you hold a work visa it is best to check on your eligibility to work for a foreign government before applying for a position. The UK Government does not routinely sponsor work visas; the job advertisement will state clearly whether sponsorship is available.

You may refer to our website for additional information: https://www.gov.uk/guidance/living-in-the-usa.

All selected candidates are subject to background checks and will require a UK Government Security Clearance of Security Check (SC(O))

Desirable qualifications, skills and experience

• Knowledge or experience of working in an Embassy (not essential).
• Event management experience
• Budget management experience
• Previous experience in an Executive Assistant role

Required behaviours

Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Working Together

Application deadline

17 November 2024

Grade

Executive Officer (EO)

Type of Position

Full-time, Temporary

Working hours per week

40

Region

Americas, Caribbean & Overseas Territories

Country/Territory

United States

Location (City)

Washington

Type of Post

British Embassy

Number of vacancies

1

Salary Currency

USD

Salary

$66,497 plus 15% Private Office allowance

Type of Salary

yearly

Start Date

6 January 2025

End Date

5 September 2025

Other benefits and conditions of employment

Please note: The British Embassy and its US Network is committed to all employee's ongoing learning and development needs. We offer a comprehensive platform for personalised learning for everything from soft skill development (communicating with impact, handling difficult conversations, time management) to more technical or professional skills necessary to complete your job (software training, formal qualifications etc.).

The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance.

Additional information

Working patterns:

Requires standard working pattern of 0830-1730.

This role is 40 hours a week and will require some out of hours working. There may be the possibility for some hybrid working subject to line manager approval.

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.

Appointable candidates who were unsuccessful may be placed on a 'reserve list'. If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

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

Internal candidates must inform their supervisor before they apply to a different position.

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, gender identity, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.

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.