View Vacancy - Deputy Head of Mission’s Assistant & Residence Manager - Washington DC

Main purpose of job:

The British Government’s Embassy in Washington DC has an exciting opportunity for a proactive, dynamic person to join the Private Office team as the Deputy Head of Mission’s Assistant. This opportunity is a rewarding role which supports and further develops the special relationship between the UK and the US. 

The US Network offers a unique career enhancing opportunity and is committed to supporting its staff through a variety of benefits including generous leave, insurance packages and a highly competitive 401k programme.  It also promotes a culture of flexibility which enables people to better maintain wellness through an excellent work/life balance approach that encompasses hybrid working, including working from home and flexible hours, where possible.  In this role you would be working in a diverse international environment, supporting UK diplomats, armed forces personnel and other country based staff operating across the British Government’s network of Consulates and Government Offices in the United States. This network provides a platform for approximately 30 Government departments and agencies to conduct their work in the United States and is made up of over 900 staff with a rich and diverse background, skill sets, and experiences. 

This position will work directly to the Deputy Head of Mission (DHM), as part of the Private Office team which also supports the work of the Ambassador. You will begin by providing maternity cover for the DHM’s Executive Assistant, which is a fantastic opportunity to work with a wide variety of stakeholders: including the Ambassador’s Private Office, colleagues across departments within the Embassy, Consuls General (CGs) (and their teams) and Honorary Consuls across the US Network, and the offices of external contacts of the DHM’s for example at State Dept, NSC, Think Tanks and other embassies in Washington DC. The SEA also acts as Secretariat to the weekly meeting of US Network. The ideal candidate for this position will be a reliable self-starter with strong organisational skills and who takes a pro-active and flexible approach. Tact, good judgement, and discretion are essential to the role.  

Upon conclusion of the incumbent’s Maternity Leave, you will move into a new position as the DHM’s Residence Manager for 50% of your time, while also continuing to support the work of Private Office with the other 50%.

The ideal candidate will be will be able to confidently work autonomously as well as collaboratively. They will be supported to quickly familiarise themselves with relevant working practices and policies and be able to plan and prioritise. They will need to work in a fast-paced environment while maintaining good attention to detail and strong written and oral communication skills. And they will actively model all this in their leadership of the Residence team, embedding a culture of continuous improvement.  

Roles and responsibilities:

Executive Assistant to the DHM (MATL cover):

• Manage DHM’s diary and Forward Programme and ensure all relevant briefing is provided in advance of engagements.  Liaise with internal colleagues and external contacts/ their offices to arrange meetings (virtual and in-person), for example officials at the White House, State Department, NSC, think tanks, Congressional and other Embassy’s deputies as well as FCDO senior officials in London.  Prioritise diary requests and advise Embassy colleagues on processes for use of the DHM’s Residence (post-refurbishment) and DHM’s engagement. Working closely with HMA’s diary secretary and wider team to effectively manage senior representation at external meetings and events.
• Monthly CGs call secretariat: draft and circulate agenda and actions for weekly call with CGs and liaise with speakers. Act as point of contact for agenda suggestions from CGs and attendees. Manage the CGs DL and CGs Teams channel to ensure both are kept up-to-date with relevant colleagues include.
• Provide administrative support to the DHM, including, but not limited to: drafting/formatting letters, scanning documents, managing excel spreadsheets and guest lists, booking rooms, processing expense claims on HERA, arranging transport, drafting internal comms, planning all-staff meetings, taking minutes at meetings etc.
• Travel prepare travel itineraries both domestic and international, book hotels and transport, liaise closely with London and CGs for coordinating DHM’s visit programmes.
• Organise and manage the annual Consuls General and Honorary Consuls conferences as well as ad hoc visits by individual CGs or Hon Cons. The CGs’ conference is scheduled to take place in March ’23 and it will be the EA’s responsibility to organise the programme, arrange external speakers, provide logistical support and help with arranging accommodation and organising both informal / formal lunches and dinners.   
• Organise official entertainment (breakfasts, coffees, lunches, dinners) for DHM with external contacts and book venues/ restaurants accordingly.

DHM’s Residence Manager and Private Office Assistant:

50% Residence Manager: 

• Management of DHM’s Residence building, stock and facilities. 
• Maintain a thorough overview of all maintenance, repairs, fixes and other upkeep required at the Residence. 
• Managing the Residence team effectively to help deliver core responsibilities, including both formal line management and training, and coaching and on-the-job guidance. 
• Management of Residence budgets. 
• Ensure effective communication with all stakeholders about events and visits. 
• Ensure excellence in service and standards in delivering events and visits, including food and beverage selections. 

50% Private Office Assistant:

• Completing stationery orders, shredding, data management, on behalf of Private Office.
• Supporting the work of the DHM’s EA and the Ambassador’s Chief of Staff.
• Assisting with events management. 
• Booking the DHM’s travel and monthly activities.

Essential on arrival: 

• Excellent secretarial skills, including touch and/or speed typing and proficiency with the Microsoft Office Suite.
• Excellent organisational skills and a keen eye for detail.
• Excellent written and verbal communication skills.
• Ability to multi-task and work as a team player.
• Strong interpersonal skills, including the ability to be professional, courteous and deal directly with senior level contacts both inside and outside the Embassy.