Personal Assistant

Main Purpose of Job: The main purpose of the role is to provide excellent administrative support to the head of Economic Diplomacy, to manage cross-EDD events and other administration, and ensure the smooth day-to-day running of his programme. Core duties vary but typically include effective office administration and co-ordination across EDD teams; diary management and forward planning; organising meetings, hospitality and travel arrangements. The jobholder will be expected to work with colleagues to deliver other areas as needed, including cross-Embassy events and visits. The job holder will also be the point of contact for other private offices for M-C Political diary matters. This is a fast-paced and challenging role, offering opportunities to work with Embassy staff at all levels. It requires exceptional organisational skills, discretion, good judgement, flexibility, proactivity, excellent communications and the ability to get things done and to work calmly when under pressure. What the Jobholder will be Expected to Achieve: Diary and Daily Programme Management (35%) ・Accurate and proactive diary management for Head of EDD, including advising on requests for their time. ・Set up and arrange meetings, lunches, dinners for Head of EDD, including by building relationships with key contacts’ private offices. ・Ensure the Head of EDD has sufficient time and resources to be well prepared for meetings and events, including commissioning and review briefings and speeches, ensuring they are received in a timely manner, produced to a high standard, and reflect the Head of EDD’s priorities and style. ・Organise internal and external meetings and videoconferences, collate and distribute briefing and information ahead of meetings. Budget and Administrative Support (35%) ・Co-ordinate x-EDD events and commissions (e.g. guestlists, priority contact lists), ensuring that all teams are clear on tasking, monitoring delivery and acting as the first point of contact for questions. ・Assist the Head of EDD with oversight of EDD budgets (FCDO and DBT) to help ensure that budget and resources are managed effectively. This includes liaison with teams to ensure accurate budget management and forecasting, and advice to teams about available budget and suitable spend for events etc. ・EDD lead on use of Salesforce/Radius contact management system. ・General administrative support including data management, maintaining contact lists. Corporate Support (25%) ・Work closely with the other Personal Assistants and the Ambassador/Deputy Head of Mission’s Private Office on a day-to-day basis, providing cover as required. ・Act as point of contact for other private offices on M-C Political’s diary. ・Supporting cross-Network events and visits as appropriate. ・Take on a specific role as part of the Japan Network’s crisis response team. Travel (5%) ・Make domestic and international travel arrangements, including researching options and working out logistics. ・Pull together and manage programmes by liaising with other sections of the Embassy and external stakeholders. Job Requirements Essential qualifications, skills and experience ・Experience acting as the personal assistant to a department head, ideally in a public organization ・Budget monitoring and basic finance skills ・Strong communication skills in both English and Japanese, dealing with both internal and external stakeholders Language Requirement: This role requires written and spoken proficiency in both English and Japanese. Fluency (minimum of C2 level for CEFR framework*) in one and business level (minimum of C1) in the other. Required behaviours: Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together