Executive Assistant
Il y a 5 mois
**Contract Type**:Ongoing, permanent
**Hours**:Fulltime, 37 hours and 30 minutes per week
The successful applicant will be engaged as a locally engaged staff member by the Australian Embassy, Brussels.
This recruitment process will be used to engage an Executive Assistant to the Deputy Head of Mission, and it will also establish a merit pool for potential future Executive Assistant vacancies at the Australian Embassy over the next 18 months.
**About the Department of Foreign Affairs and Trade**
The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high-quality overseas aid program and helping Australian travellers and Australians overseas.
The Department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.
**About the position**
This position provides high-level executive and organisational support to manage the office of the Deputy Head of Mission and provides back-up support to the Ambassador’s office when required. Duties also include coordination between senior management at the Embassy, organising official events and assisting with programs for visiting senior officials.
**The key responsibilities of the position include, but are not limited to**:
- Provide high-level executive and organisational support to the Deputy Head of Mission and other officers as required.
- Prepare and manage a busy program and schedule of appointments, including arranging official appointments, meetings, lunches and other appointments (including facilitating video conferencing), receiving and escorting official visitors and coordination of travel arrangements.
- Maintain and strengthen relationships with EU, Belgium, Luxembourg and NATO officials, officials of other embassies and members of the private sector in support of whole of post objectives.
- Support management and coordination for major visits and conferences and assist incoming and outgoing visitors.
- Assist with organising public diplomacy events in the Embassy and official functions at the Ambassador's Residence.
- Maintain representational and travel records and other record-keeping requirements.
- Maintain and update a database of contacts for the Deputy Head of Mission.
- Interpreting departmental guidelines and Belgian protocol guidelines to assist in the preparation of correspondence, including drafting cable and diplomatic notes of a routine nature.
**Qualifications / Experience**
- Previous experience providing executive support, including in an Embassy environment, is desirable.
- Excellent organisational skills, well-honed initiative and the ability to think flexibly and effectively under pressure.
- Ability to manage competing priorities and tight deadlines.
- Proven ability to provide accurate and timely information with a focus on attention to detail.
- Sound written and oral communication skills in English are essential. French language skills are desirable but not essential.
- Ability to work independently within a small team and contribute to a positive team environment.
- Ability to build networks and liaise across a range of key stakeholders.
- Strong capacity to exercise discretion and judgement.
**Security Requirements**
- Australian NV1 security clearance or ability to gain same. Applicants must hold citizenship of Australia, New Zealand, USA, UK or Canada to be eligible for a security clearance.
**Selection Criteria**
In your written statements, you must include relevant high-level examples from your experience that support your claims against the role. The word limit is strictly 250 words per response. The panel will not assess responses which exceed the word limit.
A. Highly developed executive administration and organisational skills, including effective diary management, experience managing travel arrangements and compiling itineraries.
B. Highly developed oral and written communication skills, including a proven ability to draft correspondence and undertake research.
C. Ability to take the initiative, manage competing priorities and organise work effectively to meet deadlines.
D. Proven ability to build strong relationships across an organisation, with the ability to coordinate and influence internal and external stakeholders.
E. Experience organising events, such as dinners and conferences for senior stakeholders to support organisational objectives.
We are looking for an Executive Assistant for the Deputy Head of Mission at the Australian Embassy, Brussels. This recruitment will also create a merit pool for future Executive Assistant roles at the Embassy.
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