Overview

– As Executive Assistant to the Ambassador under limited supervision:
a) Manage the Ambassador’s office (including coordinate and distribute all classified and unclassified material in and out of the office, screen phone calls and visitors), determine priorities and provide timely and responsive administrative support.
b) Manage documentation and inform the Ambassador of matters requiring attention. Research and prepare correspondence in English, speech notes, travel programs, quarterly and annual reports and diplomatic cables as required.
c) Liaise on behalf of the Ambassador for contact/appointments both inside and outside the Embassy . Liaise with staff of all agencies in the Embassy on behalf of the Ambassador. Assist Ambassador’s Personal Assistant with maintenance of the Ambassador’s diary and program of appointments.
– Assist with arrangements for visiting UAE Ministers, Parliamentarians and officials.
– Assist with ad hoc tasking/reporting requests from UAE.
– Assist with coordination of public diplomacy events including national Day.
– Assist with maintenance of classified registry including with operation of the TRIM filing system and destruction of files as required.
– Act as back-up Post System Administrator, including liaison with UAE and Regional Technical Officer.
Supervise visitors and cleaners while in the restricted area as required.
– Other duties as required.

Responsibilities:
  • Organize and monitor the appointments and agenda of the Head of Mission, and official visiting delegations. Arrange meetings with officials of the host country and prepare all relevant documents and papers required.
  • Develop lists of the names of prominent figures, national events of the host country, and send out invitations, congratulations, and condolence letters in a timely manner.
  • Coordinate holding of internal and external meetings and visits by the Head of Mission ,and carry out logistics and security arrangements in coordination with relevant bodies within and outside the Mission .
  • Arrange requirements and setup halls for holding meetings and events chaired by the Head of Mission. Attend and document such events and prepare the minutes of meetings, if necessary.
  • Welcome visitors of the Head of Mission in a friendly and professional manner ,guide them, and answer their phone calls.
Prepare correspondences, reports and notes of the Head of Mission and provide simple translation and interpretation if required .
  • Organize and track travel ticket bookings and carry out all logistic procedures concerning the Head of Mission in coordination with relevant bodies within and outside the Mission.
  • Receive the daily mail and present it to the Head of Mission, follow-up his directives in terms of circulating such mails to the concerned stakeholders .
  • Classifying ,indexing and keeping documents and papers of the Head of Mission in a systematic manner ensures confidentiality and helps facilitate their recovery.
  • Maintain the professional appearance of the office of the Head of Mission regarding cleanness, tidiness, and secure all requirements.
  • Provide assistance and support to the members of the household of the Head of Mission in their own affairs .
  • Perform any other tasks assigned by the line manager including assistance and support to the members of the household of the Head of Mission in their own affairs.
Required Qualifications:
  • Extensive experience as Executive/ Personal Assistant to a senior manager or similar employment experience;
  • Superior office management and organisational skills, including hospitality supervision and support skills;
  • Excellent oral and written communication, and highly developed liaison and interpersonal skills;
  • Competent IT skills; good working knowledge of applicable software applications such as Lotus Notes, Microsoft Word and Excel;
  • A working style that is team oriented and flexible and the ability to handle pressure.

Requirements and skills:
  • Previous work experience as Executive secretary, personal assistant or a similar role (5 years minimum);
  • Excellent MS Office knowledge.
  • Outstanding organizational and time management skills.
  • Excellent verbal and written communications skills.
  • Discretion and confidentiality.
  • Master degree in Business Administration, in International Relations, in European studies, in Political sciences, or similar fields.

Linguistic requirements:
  • English: Fluent
  • Additional Arabic languages is a plus.
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