Srj - Executive Assistant to His Majesty’s Consul

2 weeks ago

Jeddah, Saudi Arabia Foreign & Commonwealth Office Full time

Job Description (Roles and Responsibilities)

The British Consulate General in Jeddah has a vacancy for an Executive Assistant to His Majesty’s Consul General on a fixed-term contract of two (2) years, with a possibility of renewal.

The jobholder will report to His Majesty’s Consul General (HMCG) and will provide executive assistance to the CG to ensure the smooth running and management of the CG office and Consulate General as requested, covering organisational, events, logístical and administrative support.

In addition to having very good secretarial skills, the jobholder needs strong personal skills to act as an effective interface between HMCG, staff members, and outside contacts. Resilience, good organisational skills, strong judgement about priorities, and understanding others are also essential to the role.

**Duties and responsibilities**:

- Proactively manage CG’s schedule, diary, and travel arrangements, coordinating with colleagues/ meeting participants and set up IT as necessary;
- Provide timely executive support for CG’s meetings including preparation of agendas, collation and quality assurance of relevant briefs, reading material, write up meeting notes and follow up action when required;
- Establish productive working relationships with a wide range of contacts both within the UK Government’s Saudi Network and externally to support their engagement with the CG;
- Support VIP visits including any administrative and logístical arrangements; meet and greet visitors and arrange hospitality as required;
- Support the CG and colleagues in planning and organising events, e.g., dinners and receptions, manage databases, issue invitations and handle RSVPs;
- Action all of the above for the Deputy CG in the absence of the CG;
- Provide wider support to Consulate colleagues as required, including participating in a corporate objective e.g., Green Committee.

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

**Key behaviours required**:

- Communicating and Influencing - Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.
- Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
- Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
- Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.

**Eligibility**:
Essential qualifications, skills and experience
- Relevant experience as a Personal/ Executive Assistant to a senior leader in a large organisation or government body, ideally for at least three (3) years.
- Proficiency in Microsoft Office tools (Outlook, Word, Excel, PowerPoint, Teams).
- Excellent English language skills, both written and spoken. Able to express ideas and messages clearly and concisely. Accurate typing and proofreading skills.
- Excellent planning and organisation skills. Ability to respond quickly and flexibly to meet multiple and changing priorities whilst maintaining close attention to detail and without compromising the quality of the work.
- Initiative to solve problems, raise matters of concern, and understand competing priorities. Ability to work rigorously and independently and make judgement calls on when to use own initiative to deal directly with enquiries and seek guidance where necessary.
- Strong interpersonal skills and works well as part of a team. Capable of working on their own initiative as well as with and through others, including in a fast-paced and changing environment.
- Good customer skills in dealing with colleagues and external parties, able to work closely with senior staff and their contacts. Able to handle people on the phone and in person effectively.
- Demonstrates cultural awareness, courtesy, and consideration in dealing with all stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.

Desirable qualifications, skills and experience
- Arabic language skills.
- Event management experience.
- Required behaviours- Making Effective Decisions, Delivering at Pace, Communicating and Influencing, Working Together Application deadline Application deadline - day Application deadline - month Application deadline - year
- 20 April 2023

Grade
- Administrative Officer (AO)

Type of Position
- Full-time, Fixed term, with possibility of renewal

Working hours per week
- 35

Region
- Middle East & North Africa

Country/Territory
- Saudi Arabia

Location (City)
- Jeddah

Type of Post
- British Consulate General

Number of vacancies
- 1

Salary Currency

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