View Vacancy – SRR – Executive Assistants to Her Majesty’s Ambassador and Deputy Head of Mission B3(L)

The British Embassy Riyadh has a vacancy for two (2) Executive Assistants to Her Majesty’s Ambassador (HMA) and to the Deputy Head of Mission (DHM).

The main purpose of the roles is to provide secretarial, administrative and organisational support to the HMA the DHM.

Duties and responsibilities:

• Responsible for the HMA/ DHM schedule, diary, inbox management, and travel arrangements.
• Proactively manage HMA’s/ DHM’s meetings to include preparation of relevant briefs and reading material.
• Liaise with a wide range of departments within the British Embassy’s Saudi Arabia Network.
• Build relationships with a wide range of contacts in Saudi Arabia; meeting and greeting visitors of all seniority. Arrange refreshments for meetings as required.
• Maintain and manage key documents, registers, diaries, and databases which help the Chancery and wider KSA Network to function smoothly and deliver the Country Business Plan effectively
• Support VIP visits including arranging meetings.
• Develop and maintain links across the KSA Network which help the HMA/ DHM keep their finger on the pulse and allow you to give them handling advice
• Act as Secretary to the Post Management Board and Crisis Committee.
• Organising and communicating the Embassy meeting calendar for larger Network meetings, e.g., Post Management Board, Post Delivery Board, Project Board, all staff meetings, and crisis committee meetings.
• Support corporate communications work on behalf of the HMA/ DHM, including commissioning drafts, editing and sending messages to all staff, and producing presentations for all staff meetings and crisis committee meetings.
• Provide leave cover for the Executive Assistant to HMA/ DHM as required.
• Liaise with UK Visas and Immigration (UKVI) colleagues on applications received from high level contacts with UK interests.
• Coordinate with the Residence and Events Manager to ensure receptions, meetings, and events are well planned and delivered efficiently.
• Co-ordinate updating of the Crisis Management Plan and participate in crisis planning and response.
• Take minutes of meetings and distribute as required.
• Co-ordinate monthly checks.
• Co-ordinate leave chart for senior members of staff.
• Maintaining the Chancery strategy and action plan.
• Manage and maintain records of Chancery’s direct entertainment expenses (DEE)/ representational requirements (RR) spend in support of Chancery objectives in the strategy.
• Wider support to Chancery colleagues as required.
• Take part and assist in duties for the wider Embassy, and actively participate in a corporate objective.

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.

Key competencies required:

• Leading and Communicating – Showing our pride and passion for public service, leading from the front and communicating with clarity, conviction, integrity and enthusiasm. Championing difference and external experience, supporting principles of fairness of opportunity for all and a dedication to a diverse range of citizens. Managing and engaging with people in a straightforward, truthful and candid way, and upholding the reputation of the organisation.
• Collaborating and Partnering – Being a team player who creates and maintains positive, professional and trusting working relationships with a wide range of people within and outside the organisation to help get business done. Working collaboratively, sharing information appropriately and building supportive, responsive relationships with colleagues and stakeholders, whilst having the confidence to challenge assumptions. Building effective partnerships including relationships with Ministers and welcoming challenge however uncomfortable.
• Making Effective Decisions – Using sound judgement, evidence, and knowledge to arrive at accurate, expert and professional decisions and advice. Being careful and thoughtful about the use and protection of government and public information to ensure it is handled securely and with care. Reaching evidence-based strategies, evaluating options, impacts, risks and solutions and creating a secure culture around the handling of information.
• Delivering at Pace – Focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. Working to agreed goals and activities and dealing with challenges in a responsive and constructive way.

• Minimum of three years’ experience as a Personal/ Executive Assistant.
• Excellent English language skills, both written and spoken, and holder of a suitable B1 Level or higher qualification. Able to express ideas and messages clearly and concisely. Accurate typing and proofreading skills.
• Ability to prioritise own workload and meet deadlines, without compromising the quality of the work.
• Excellent planning and organisational skills. Ability to respond quickly and flexibly to meet multiple and changing priorities.
• A strong team player and able to work collaboratively and effectively with contacts and colleagues.
• Ability to maintain a range of contacts to build effective working relationships. Ability to work closely with senior staff and their contacts.
• Demonstrates courtesy and consideration in dealing with all stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.
• Proficiency in Microsoft Office tools, particularly Outlook, Word, Excel, PowerPoint, and Teams.