View Vacancy – Personal Secretary to the High Commissioner

Main purpose of job:

To provide first class administrative and executive support to the High Commissioner to help deliver UK priorities in Trinidad & Tobago and the Caribbean region.

This role reports to the High Commissioner in the British High Commission (BHC) Port of Spain and has some management responsibilities.

Roles and responsibilities:

• Provide effective administrative support to the High Commissioner and, working with each BHC team, ensure she is well-briefed and prepared for all meetings, activities, speeches, interviews and events. Draft replies to correspondence.

• Organise the High Commissioner’s diary, including arranging appointments, organising internal and external meetings, liaising with the official driver, ensuring the efficient use of the High Commissioner’s time. Manage forward-look calendar.

• Act as the first point of contact for the High Commissioner for external contacts and BHC staff. Handle telephone calls, correspondence and visitors, responding to invitations and dealing with contacts at the highest levels of Government and industry.

• Build and maintain strong and productive relationships with colleagues across the BHC, other British Missions in the Caribbean and government departments in London, as required, to help the High Commissioner deliver the UK’s priorities and objectives.

• Lead on ad-hoc events, such as visits of senior members of staff from the UK, internal conferences and external events, as requested by the High Commissioner.

• Work effectively with the Events & Residence Manager on BHC social events, including composing guest lists, issuing invitations, and ensuring quality events to support the BHC public profile and uphold the High Commissioner’s reputation. Provide leave cover for the Events & Residence Manager.

• Provide some administrative support to the Deputy High Commissioner.

• Lead on some Post-wide coordination tools, including: circulating a record of the weekly Team Heads meeting, managing the issuing of Diplomatic Notes and the contacts database, arranging Post Management Board and Town Hall meetings, and updating the BHC calendar of events and the gifts register.

• Lead on the High Commissioner’s travel arrangements and programmes, including arranging appointments and booking flights and accommodation.

• Support the residence manager with alcohol stock ordering and inventory management.

• Line Manage High Commissioner Driver. 

• 3 years’ experience being a personal assistant to a senior manager.
• Strong written and oral communication skills with ability to absorb information quickly and efficiently.
• Proficient in using Microsoft Word, Excel, Outlook with the ability to efficiently conduct research.
• Language: fluent in English.
• Must have the legal status to live and work in Trinidad and Tobago.