View Vacancy – Events Manager and Social Secretary

Main purpose of job:

Manage the official entertainment and engagements at the Ambassador’s official residence, working closely with the Ambassador’s Executive Assistant and key stakeholders across the Embassy. This job involves direct and close work with the Ambassador, senior guests, including Ministers from both Brazil and the UK, and a wide variety of interesting stakeholders. The successful candidate will also work closely with the Residence Supervisor to ensure all official events hosted by the Ambassador are properly prepared and run smoothly (eg. managing guest lists, arranging access for guests, organising catering in liaison with the Residence Manager, securing sponsorship and suppliers for events).

The jobholder is expected in conjunction with relevant stakeholders to deliver excellent event organisation, in an effective, efficient, professional, courteous and timely manner. He or she will be expected to be a self-starter, exceptionally organised, able to maintain budgets, lead a team independently. Attention to detail, an interest in people, and a desire for high standards and continual improvement, are important qualities for this work. The EM&SS should support with the Ambassador’s diary and day-to-day work.

The jobholder will also cover, as needed, for the two Executive Assistants, to the Ambassador and Deputy Head of Mission. They should also be able to work well with experienced Residence staff.

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

• Work with the Ambassador and other Embassy teams to organise all events at the Residence, meals, parties and all overnight guests. Work with the Residence Supervisor to ensure that the Residence is used correctly for entertaining, supporting the objectives of the Embassy. Be the “front of house” for the residence events, greeting guests, ensuring that they are well served.
• Be a team leader for the Residence team, ensuring that the Residence Supervisor is up to date with managerial duties, as well as the Residence team is delivering their respective tasks.
• Organise invitations, RSVPs, produce guest lists, table cards, menus and table plans in advance of events at the Residence. Ensure all relevant RSVPs are correctly recorded and communicated to relevant stakeholders. Work closely with those requesting events to gain a clear understanding of event objectives and requirements. Assist with event organisation as necessary, including occasionally at the event.
• Develop a strong set of contacts and relationships, both with the hospitality industry, event equipment hire companies and organisations wishing to hold events within the Embassy. Coordinate market research to ensure Value For Money is achieved in line with current FCDO guidelines.
• Write correspondence, including all external correspondence relating to events, as well as some in-house correspondence to include invoices, contracts of terms and conditions and event guidelines.
• Work with the two executive assistants, to the Ambassador and Deputy Head of Mission, to provide collective support – including proactive diary management, writing correspondence, filing, note taking during meetings, travel arrangements, credit card reconciling, managing the executive office inbox and any further office duties. Provide cover in periods of absence predicted e.g. leave or TOIL.

Resources managed (staff and expenditure):

Staff: Direct line management of 01 (Residence Supervisor) and counter sign of 03 (residence staff).

• University degree
• Experience in office administration and events management
• Experience as a line manager and team leader
• Excellent organisational skills
• Good self-management, interpersonal and communication skills
• Solid knowledge about Brazilian official protocol for events
• Knowledge of Microsoft Programmes, including Teams, Excel, Word and Outlook
• The jobholder must be based in Brasilia from day one
• Full fluency in English and Portuguese (written and verbal)