Diary Secretary, Administrator & Events Assistant

Foreign and Commonwealth Office
  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Early Career
  • Apply by
  • Posted
    Apr 04

Position description

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category: Foreign and Commonwealth Office (Operations and Corporate Services)
Job Subcategory: Private Office

Job Description (Roles and Responsibilities)

The British Embassy in Brussels is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for a full time Diary Secretary, Administrator & Events Assistant.

This position would suit a self-starter with a keen eye for detail, who would work closely with the Personal Assistant & Events Manager to help run the Ambassador’s office and supporting events.

Roles and responsibilities:

  • Being in charge of the Ambassador’s diary:
    • Setting up a large volume of appointments;
    • Filter and respond to mail and daily invitations;
    • Organise efficient and cost effective transport for the Ambassador;
    • Assist in drafting correspondence;
    • Setting up conference calls;
    • Deputise in the absence of the PA and Events Manager;
    • Record meetings, book rooms and assist with set–up.
  • Help organise Embassy events:
    • Co-ordinate and compile guest lists;
    • Issue invitations;
    • Ensure effective liaison with the Residence team;
    • Attend the events & welcome guests.
  • Provide administrative assistance to Embassy crisis team during a crisis.

Essential qualifications, skills and experience

  • Proven ability to prioritise and deliver results, meet competing deadlines and work efficiently to tight timescales;
  • Highly organised & have a keen attention to detail;
  • Excellent customer service skills;
  • Excellent oral and written communication skills in English;
  • Operational French and/or Dutch;
  • Open and flexible approach (from time to time the position requires involvement in evening events and the need to work flexibly to accommodate this/other work spikes);
  • Ability to work effectively within a team;
  • Strong IT Skills, in particular Microsoft Excel & Word;
  • Willingness and ability to review, develop and improve existing systems;
  • Desirable qualifications, skills and experience;
  • Knowledge of Belgium;
  • Previous experience of diary management;
  • Previous experience of organising and delivering events;
  • Creative flair.

Required competencies

  • Leading and Communicating, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace.

Application deadline: 22 April 2018
Grade: A1 (L)
Type of Position: Full-time, Permanent
Working hours per week: 36.25
Region: Europe, Eastern Europe & Central Asia
Type of Post: British Embassy
Number of vacancies: 1
Starting monthly salary (EUR): €2,630.18
Start Date: 15 May 2018

Other benefits and conditions of employment

This is a full-time, permanent contract for 5 working days (36.25 hours net) per week.

The monthly salary for this position is €2,630.18 (A1 level).

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

The successful candidates will be subject to professional background checks and security clearance.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

Additional information

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered. Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please be advised that the British Diplomatic Missions 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.

Application instructions

Please be sure to indicate that you saw this position on Globaljobs.org

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