Srr - Chief of Staff and Executive Assistant to His

2 weeks ago

Riyadh, Saudi Arabia Foreign & Commonwealth Office Full time

Job Description (Roles and Responsibilities)

The British Embassy Riyadh has a vacancy for a Chief of Staff and Executive Assistant to His Majesty’s Ambassador (HMA) on a fixed term contract of two (2) years, with a possibility of renewal.

The jobholder’s main role is to lead the Chancery Executive Team and to provide senior Executive Assistance to His Majesty’s Ambassador (HMA). This includes running strong planning and management systems for the Chancery Executive Team and providing diary management, organisational, events, logístical, and administrative support to HMA.

**Duties and responsibilities**:

- Executive Assistant to HMA
- Proactively manage HMA’s schedule, diary, and travel arrangements, coordinating with the Deputy Head of Mission (DHM)’s Executive Assistant where needed to balance diary commitments.
- Provide executive support for HMA’s meetings to include timely preparation of agendas, collation and quality assurance of relevant briefs and reading material, write up of meeting notes and follow up action.
- Proactively manage HMA’s schedule of regular meetings (daily morning meetings, Senior Leadership Team lunches, Quarterly Country Board meetings, etc.) to ensure that meeting rooms are booked and set up properly with working IT, key participants are attending, and dates are updated as required to avoid clashes with travel and other commitments.
- Establish productive working relations with all departments within the UK Government’s Saudi Arabia Network, supporting their engagement with HMA and ensuring that they follow Chancery procedures on booking meetings, events, or other engagements that require HMA time.
- Build productive relationships with a wide range of contacts in Saudi Arabia, particularly with the Executive Assistant teams of HMA’s most important external contacts.
- Meet and greet visitors of all seniority, ensuring their smooth entrance into the Embassy, and arranging refreshments for meetings as required.
- Support HMA in the planning and organisation of diplomatic events (for example, working dinners or receptions), issuing invitations and handling RSVPs, and liaising with the Residence and Events teams on planning and management to ensure events meet Embassy objectives.
- Develop and maintain links across the KSA Network to help the HMA keep his finger on the pulse and shape his engagement across the Network.
- Chancery Chief of Staff
- Maintain an updated KSA Network ‘forward look’ calendar of major events, inward and outbound senior visits, etc., presenting an overview weekly at the Embassy morning meeting, and proactively flagging any diary clashes so that teams can resolve them.
- Work with the DHM’s Executive Assistant to organise and communicate the Embassy meeting calendar for routine Network meetings, e.g., the Quarterly Country Board, Post Management Board, Gulf Strategy Fund, Town Hall meetings, SLT lunches, Post Security and Crisis Committee meetings. Act as Secretariat for some of these meetings. Take minutes of meetings and distribute as required.
- Maintain and manage key documents, registers, diaries, and databases that help the Chancery and wider KSA Network to function smoothly and deliver the Country Business Plan (CBP) effectively.
- Draft and send VIP invites to high profile events and support high profile visits/ events at the Residence when required.
- Support VIP visits including any administrative and logístical arrangements or meeting bookings required.
- Support corporate communications work on behalf of the HMA, including commissioning and quality assuring drafts, editing and sending messages to all staff, and producing presentations for corporate meetings.
- Co-ordinate monthly checks of visa and consular stocks as required.
- Provide wider support to Chancery colleagues as required, and make a corporate objective for the wider Embassy (for example, joining the Green Committee or Staff Wellbeing and Inclusion Committee).
- Provide leave cover for the Executive Assistant to DHM as required.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis affecting UK citizens.

**Key behaviours required**:

- Leadership - Show pride and passion for public service. Create and engage others in delivering a shared vision. Value difference, diversity and inclusion, ensuring fairness and opportunity for all.
- Communicating and Influencing - Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses and opinions of others.
- Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.
- Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Care

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