View Vacancy - Assistant to the Foreign Policy Director & Business Support Officer, UK Mission to the EU (BEL25.320)

The UK Mission to the European Union (UKMis) is part of a worldwide network, representing British political, economic and consular interests overseas. UKMis aims to strengthen the relationship between the UK and EU and collaborate on key policy areas including foreign policy, economic relations and climate change. 

Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. We seek to employ a diverse range of candidates who bring their own talents and perspectives to the role. We have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution. 

The UK Mission to the European Union (UKMis Brussels) ensures the UK’s interests are promoted and explained to EU member states and the EU institutions. UKMis Brussels works on the full range of UK government business, with its staff drawn from a wide range of departments, agencies across Whitehall and Country Based colleagues. 

UKMis Brussels is part of a world-wide network of 230 Diplomatic Posts, representing British political, economic and consular interests overseas and is now looking to recruit a full-time Assistant to the Foreign Policy Director & Business Support Officer to assist in the delivery of its corporate and policy work.

Are you the driving force who can keep our team running smoothly, managing high‑level diaries, travel, events, budgets, and stakeholder engagement?
Are you able to juggle competing priorities, adapt quickly, and deliver flawless support under pressure?

The job holder must be highly organised, forward thinking and able to work to a high degree of accuracy under time pressure.  A team player is essential, as is flexibility. This may include assisting other sections in UKMis on an ad-hoc basis, as well as contributing to UKMis wider corporate life.

Roles and responsibilities:

The job holder will be expected to support and lead on tasks that help the team and the organisation function, making sure everyone is supported and organised to do their job effectively.

This will involve being flexible, willing and able to help out with a wide variety of tasks which will include, but are not limited to: 

• Assistant to the Foreign Policy Director - managing the diary of the Foreign Policy Director including handling visitors, arranging travel, visit programmes, organising meetings and hospitality. Dealing with written and telephone enquiries, managing correspondence, e-mail traffic, commissioning briefing for meetings, document creation, keeping records of meetings and general administration.  Working closely with the Director and policy officers to ensure diaries do not conflict.
• Working in partnership with the team’s other business support officers, you will also be expected to support:- 
• Team Based Administration – organisation of internal team meetings, office management, organisation of internal team building sessions / away days, etc;
• Staffing Coordination – Working with the UKMis corporate team to ensure team HR information is kept up to date. Ensure all team members are aware of and follow UKMis induction procedures both as staff and line managers;
• Corporate compliance – this will include regular reviews of completion rates of mandatory FCDO training and accurate record keeping of compliance databases – including for FCDO crisis preparedness;
• Budget Management – monitoring and forecasting of local budget allocation;
• IT - Ensuring distribution lists and MS Team storage are reviewed regularly. Ensuring all colleagues in their sections have updated Outlook/MS Teams/UKMis intranet profiles. Enable all team members to run effective meetings, including in hybrid format - supporting use of technology;
• Internal Communications - supporting smooth internal communications by proactively signposting colleagues to relevant content and ensuring content is up to date;
• Visits and Events - coordinate programmes and logistical support for visits/events, including virtual events such as webinars;
• Stakeholder Management, and Event Attendance - providing targeted read-outs of stakeholder and EU institution events for London and Brussels-based policy leads.
• Policy leads. Keep accurate and up to date databases of key stakeholders in line with data protection rules. Where appropriate, deputise for policy officers, occasionally representing the UK at external events.

• Full professional proficiency in English, including excellent writing skills (written and spoken, minimum of C1 level for CEFR framework*).
• Solid experience as administrative, executive assistant, or business support role at senior level.
• Excellent planning and organisational skills with proven ability to prioritise tasks;
• Demonstrated experience in organising travel, events, and meetings.
• Flexible approach and team player;
• Previous experience of overseeing and managing budgets effectively.
• Keen interest in and awareness of current foreign policy issues.
• Comfortable using Microsoft Office suite (Word, Excel, MS Teams, PowerPoint etc.) plus Office 365 (Outlook) and Webex.