View Vacancy – EA to Deputy Head of Mission

The British Embassy, Amman is seeking a highly motivated and enthusiastic individual for the position of Executive Assistant (EA) to Deputy Head of Mission (DHM), Grade – A2 (L).

Main Purpose of the job:

Provide policy and administrative support to the DHM; contribute to work of the Executive Office.

Main Responsibilities:

• Continual working with DHM on wide range of policy issues, inter-acting across the embassy, attending meetings and helping to ensure follow-up action.
• Essential administrative support – calendar management, arrangement of meetings, business entertainment events.
• Liaise with all other Embassy sections to ensure smooth running of the Embassy in line with senior leadership priorities.
• Build relationships with a wide range of contacts in Jordan as well as key contacts in London and meet and greet visitors of all levels of seniority.
• Support communications work done by the Deputy Ambassador including commissioning drafts, drafting, editing and sending messages to all staff and producing presentations for all staff meetings;
• Secretariat for the Crisis Committee including coordination of the Crisis Management Plan and assistance with crisis planning and response;
• Support to Executive Office (as required) including covering for absences;
• Ensure receptions/ meetings/ events hosted by the Deputy Ambassador are well-planned and delivered efficiently;
• Maintain registers, diaries and databases as required;
• Take minutes of meetings and distribute as required;
• Take part and assist in duties for the wider Embassy as required.

Key Competencies:

• Managing a Quality Service – Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements.
• Collaborating and Partnering – People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done. It requires working effectively, sharing information and building supportive, responsive relationships with colleagues and stakeholders, whilst having the confidence to challenge assumptions.​
• Making Effective Decisions – Effectiveness in this area is about being objective; using sound judgment, evidence and knowledge to provide accurate, expert and professional advice.
• Delivering at Pace – Delivering timely performance with energy and taking responsibility and accountability for quality outcomes.

Knowledge & Skills:

The successful candidate will have excellent communication skills as well as being a strong team player with partnering skills with a diverse range of customers.  This is a high-paced role and you will need to be resilient in order to deliver high standards of service in a challenging but rewarding environment.  We are looking for someone that can demonstrate:

• Integrity
• Honesty
• Objectivity
• Impartiality

Essential:

• Fluent communication skills in both Arabic and English (both spoken and written).
• Minimum of two years’ experience in a PA/EA or administrative role.
• Strong organisational skills and ability to take on demanding responsibilities often at short notice.
• Prioritising in a busy work environment, working alone with minimum supervision, delivering to deadlines.
• Flexibility & ability to maintain professionalism under pressure.
• Strong IT skills including MS Office (Word, Excel & PowerPoint, Teams).