Executive Assistant to The Ambassador

hace 2 semanas

Madrid, España Foreign & Commonwealth Office A tiempo completo

Job Description (Roles and Responsibilities) 1

The British Embassy in Madrid, Spain, is part of a world-wide network, representing British political, economic and consular interests overseas. We are looking to recruit an **Executive Assistant to the Ambassador**.

This job requires exceptional organisational and communication skills, discretion, good judgement, flexibility, an ability to deal confidently with staff at high levels, to work calmly when under pressure and to deliver at pace.

**Main Responsibilities**:

- Management of the Ambassador’s diary, including setting up meetings for the Ambassador with internal and external stakeholders either directly or by liaising with other colleagues.
- Preparation of the Ambassador’s daily briefing pack to ensure they have all the necessary papers for the following day.
- Submitting and processing papers put to the Ambassador for his/her information or comment.
- Providing general administrative support to the Ambassador, as required.
- Management of the Private Office group inbox.
- Secretary of the Honours Committee, including arranging and chairing Honours Committee Meetings, submission of nominations to London and liaison with honours recipients.
- Line managing of an administrative officer, including supporting their professional development and training plans.

Essential qualifications, skills and experience 1
- Fluent written and spoken English and Spanish (C1)
- Excellent interpersonal and communications skills, both verbal and written.
- Ability to work proactively, autonomously, delegate and forward plan.
- Excellent time management skills.
- Ability to manage diverse activities and changing priorities while demonstrating strong organisational skills and attention to detail.
- Ability to work collaboratively and deliver results through others and through cross-team work.
- Excellent stakeholder management skills.
- Ability to use sound judgement to make effective decisions.

Desirable qualifications, skills and experience 1
- Expertise in executive coordination or office management at a senior management level is highly desirable.
- Knowledge of key issues currently affecting the UK and Spain and an understanding of how an Embassy supports the British Government’s priorities overseas.
- Required behaviours 1- Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Working Together Application deadline 1
- 14 February 2024

Grade 1
- Executive Officer (EO)

Type of Position 1
- Full-time, Permanent

Working hours per week 1
- 37.5 hours a week

Region 1
- Europe, Eastern Europe & Central Asia

Country/Territory 1
- Spain

Location (City) 1
- Madrid

Type of Post 1
- British Embassy

Number of vacancies 1
- 1

Salary Currency 1
- EUR

Salary 1
- €40,142.35

Start Date 1
- 29 March 2024

Other benefits and conditions of employment 1

This is a full-time, permanent contract at EO(EE) grade level. Normal working hours are 37.5 per week.

This role is generally delivered during office hours of Monday - Friday 08:30-17:00. However, you may be required to work out of hours in the event of an emergency or crisis situation.

The British Embassy operates within a respectful and tolerant multicultural environment and offers employees many opportunities and benefits in addition to the standard package under Spanish employment law. These include:

- 25 days standard annual leave + 14 days bank holiday pro rata (mixture of British and Spanish)
- Access to a wide range of learning and development opportunities and formal training (minimum 5 days per year pro rata)
- Wellbeing fund for leisure/wellbeing activities and a range of wellbeing initiatives e.g. extra day’s leave on birthday, regular wellbeing internal events etc.
- Opportunity to take paid leave to carry out volunteering activities (3 days per year pro rata)
- Access to Employee Assistance Programmes
- The Embassy operates a Time Off In Lieu (TOIL) policy in the event of overtime

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Additional information 1

Mentioned start date is indicative, but expected to be end of March 2024.

Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.

No accommodation or relocation expenses are payable in connection with this position. You must have or be able to obtain a local work permit.

The British Embassy is an equal opportunities employer and does not discriminate on grounds of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation.

The Embassy also offers the following initiatives/conditions (please note these may change over time):

- Summer hours - 5 weeks between July and August (chosen by individual and if operationally viable);- To access a wellbeing fund for leisure/wellbeing activities;
- To enjoy man

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