VdE | Assistente Executivo | Alto Comissariado Britânico Maputo
We are hiring! - Executive Assistant
Main purpose of job:
This role sits within the BHC Maputo executive office, and is key to ensuring the mission runs successfully. This role is one of two pool Executive Assistants, who are responsible for providing executive support to the High Commissioner (HC), Deputy High Commissioner (DHM) and Senior Leadership Team as required, including assisting with transport bookings, diary management and scheduling meetings. The role includes acting as Secretariat for several cross-mission governance committees and boards, ensuring invites, agendas and minutes are circulated in good time.
This is a challenging role in a busy diplomatic mission, and will suit someone with excellent organisational and prioritisation skills, good judgement and ability to use their initiative to anticipate and respond to challenges, and a proven track record of providing executive support in a similar fast-paced environment.
Roles and responsibilities:
The jobholder will be part of the EA pool for the mission, and will be expected to work closely with the other pool EA(s) to provide executive support to the High Commissioner and Deputy High Commissioner/Head of Political Team. This will include scheduling meetings; transport and diary management; liaising with Residence staff on events etc, and looking ahead to troubleshoot and manage clashes.
In addition, the jobholder will support the smooth running of cross-mission governance structures. This will include ensuring that key cross mission Boards and Committees, including the Country Board, are scheduled well in advance, agendas and papers are circulated in advance etc. This will include acting as Secretariat to the Crisis Committee, chaired by the DHC, including taking minutes, ensuring that key actions are followed up on in between meetings, and leading on the annual update of the Post Crisis Management Plan (CMP), managing HC stakeholder engagements records, ensuring internal procedures are followed for briefing and meeting requests.
In addition, the jobholder will provide some administrative support to the wider ream by supporting the DHC in her capacity as Head of the Political, Governance and Comms team; drafting and issuing NVs and letters to support HC and DHC activity; following up on HC and DHC meeting requests; supporting on the logistics for VIP visits; and other ad hoc tasks as required, coordinating closely with the other pool PA.
Essential qualifications, skills and experience:
- IT skills, particularly Office and Outlook
- At least 5 years experience in a similar Executive Assistant role
- Inbox management and organisational skills
- Good interpersonal skills
- Fluent in both Portuguese and English
