View Vacancy – Executive Assistant to the NI Bureau Director

Main purpose of job:

The Northern Ireland Bureau is the diplomatic mission of the Northern Ireland Executive in the United States and Canada. Its main purpose is to cultivate and strengthen links between various political, economic, educational, and cultural interests in Northern Ireland and North America. It also serves as a resource for individuals and organisations wishing to learn and understand more about Northern Ireland, and about its relationship with the United States and Canada.

The Bureau is seeking to recruit an experienced Executive Assistant (EA) to provide administrative, organisational and diary support to the Director of the Bureau. The post holder will be required to work closely with the Deputy Director and other members of the team.

This is a busy and interesting position, working directly with a wide variety of important stakeholders: including the offices of the most senior representatives of the US administration, elected representatives and a wide range of other external contacts; the British and Irish Ambassadors’ Executive Offices; colleagues across the US; and a wide range of academic and cultural organisations. The EA will also have close working relationships with colleagues in Northern Ireland Departments, particularly the offices of Ministers, the Head of the Civil Service and Permanent Secretaries.

The ideal candidate for this position will be a reliable self-starter with strong communication, organisational and time management skills and who takes a pro-active and flexible approach. The post holder will be required to use good judgement and initiative in progressing work, particularly when the Director is away from the office on business. As the work of the Bureau is often politically sensitive, the post holder will be required to exercise the utmost discretion at all times. Team working skills are essential to the role within the small Bureau team.

Roles and responsibilities / what will the jobholder be expected to achieve?:

– Manage the Director’s diary and Forward Programme and prioritise his correspondence, ensuring briefing is commissioned and collated in advance of engagements.

– Liaise with internal and external contacts, and their offices, for example in the US administration and Congress, to arrange meetings (virtual and in-person). This might include organizing official lunches, dinners and other events.

– Draft and circulate agenda, actions and minutes for weekly Bureau team meetings;

– Provide administrative support to the Director, including: drafting/formatting letters to external contacts, scanning documents, booking rooms, processing expense claims, arranging transport, drafting internal comms, planning all-staff meetings;

– Researching and collating information and providing succinct written background information in advance of meetings;

– Prepare travel itineraries and making appropriate arrangements for both domestic and international travel, in accordance with travel policy;

– Contributing to the development of the contacts database;

– Close liaison with the Deputy Director, including support for the Deputy Director on occasions.

Essential on arrival:

 – Minimum of 4 years’ experience in supporting a senior Executive.

– A proven track record of strong interpersonal skills including the ability to be professional, courteous and discreet and deal directly with key players at senior levels inside and outside the Bureau.

– Excellent organisational skills and a keen eye for detail.

– Excellent written and verbal communications skills.

– Demonstrated ability to multi-task, grip complex and evolving situations and think creatively to find solutions, remain task-focussed at all times, demonstrate flexibility when plans change at the last minute, and work as a team player.

– Proficiency with the Microsoft Office Suite.

Must have the legal right to work in the US.