Main purpose of job:

This is a dynamic and high-profile role at the heart of the British Embassy Kinshasa (BEK). The Executive Assistant (EA) to the Deputy Head of Mission (DHM) and Development Director (DD) provides essential administrative and strategic support, ensuring the smooth running of the DD’s and DHM’s offices. The EA manages a busy diary, coordinating briefings, and supporting internal and external engagements. From time to time the EA will support the His Majesty’s Ambassador to the DRC (HMA). 

Please note that the successful candidate should expect to work full-time from the BEK.

Roles and responsibilities:

Diary and Meeting Management

• Proactively manage the DHM’s and DD’s calendar, ensuring optimal scheduling of internal and external meetings, events, and travel.
• Ensure timely communication of changes and updates to all stakeholders.
• Coordinate and prepare briefing materials, speeches, and background notes for DHM and DD engagements.

Administrative and Logistical Support

• Organise travel arrangements, including flights, accommodation, and itineraries.
• Support the planning and delivery for internal and external events hosted by the DD and DHM at the Embassy, including receptions at the Residence and lead on logistical arrangements.
• Maintain accurate records and ensure the office is well-stocked and organised.
• Support the DHM and DD office in managing internal processes and ensuring consistency in communications and documentation.
• Represent the DD and DHM’s office in meetings and working groups, taking minutes and following up on actions.

Stakeholder Engagement

• Liaise with internal teams and external partners to ensure effective communication.
• Act as gatekeeper and first point of contact for the DD and DHM, managing correspondence and calls with discretion and handling sensitive matters with confidentiality and professionalism.
• Support the planning and delivery of high-level visits (e.g. Ministerial delegation, VVIPs), including programme design, logistics, and stakeholder liaison.

Cross-Embassy Collaboration

• Work flexibly across Embassy teams, especially during high level visits or crisis situations.
• Build and maintain strong relationships with internal teams, external partners, and senior stakeholders.
• Coordinate with Comms and Political teams to ensure appropriate media and messaging support for events.
• Provide support to the HMA when needed.
• Contribute to Embassy-wide initiatives, including wellbeing and inclusion efforts.
• Provide cover for the Community Liaison Officer – as required.

• A strong team player and who has experience of building effective internal and external relationships and working well across teams.
• A clear and confident communicator (written and oral), both internal and external-facing – in French and English.  This will be tested as part of the recruitment process.
• Someone with the ability to proactively and positively take the initiative to getting things done, managing his own workload well in a fast-paced working environment.
• Someone with a flexible approach to his work in general, with experience of adapting quickly to respond to changing priorities, structures and processes and being open to offering your support across the office when needed.
• Someone with good organisational skills, methodical and thorough and with the ability to ensure that your work is completed to tight deadlines.
• Someone with a working knowledge of Microsoft Office (Word, Excel and Powerpoint).