Deputy Head Of Mission's Executive Assistant & Residence Manager

Main purpose of job:

The British Government’s 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) 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. 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 Department, National Security Council, 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. You will be supported to quickly familiarise themselves with relevant working practices and policies and be able to plan and prioritise. You 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 (Deputy Head of Mission):

• 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, National Security Council, think tanks, Congressional and other Embassy’s deputies as well as Foreign, Commonwealth & Development Office senior officials in London.
• Prioritise diary requests and advise Embassy colleagues on processes for use of the DHM’s Residence (post-refurbishment) and DHM’s engagement. Working closely with His Majesty’s Ambassador’s (HMA’s) diary secretary and wider team to effectively manage senior representation at external meetings and events.
• Monthly Consulate Generals (CGs) call secretariat: draft and circulate agenda and actions for weekly call with CGs and liaise with speakers. Act as point of contact for agenda suggestions from CGs and attendees. Manage the CGs distribution list and CGs Teams channel to ensure both are kept up-to-date with relevant colleagues include. 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 the system, arranging transport, drafting internal communications, planning all-staff meetings, taking minutes at meetings etc.
• 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 Consul General (CG) or Honorary Consulate. 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. Be in charge of selecting 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 DHM’s EA and the Ambassador’s Chief of Staff.
• Assisting with events management.
• Booking the DHM’s travel and monthly activities

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 hold one of the following passports: UK, US, Canada, Australia, New Zealand

Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work. • A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defence Staff (BDS) outposts accept A or NATO visas

Desirable qualifications, skills and experience

• Knowledge or experience of working in an Embassy
• Previous experience in an Executive Assistant role

Application deadline: 24 September 2023

Salary: $58,500 plus 15% Private Office allowance

Start Date: 6 November 2023

Other benefits and conditions of employment

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 pattern: Requires standard working pattern of 0830-1730. This role is 40 hours a week. 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, eg 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. 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. 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.