British High Commission is Hiring: Personal Assistant to the Deputy High Commissioner

Applicant’s Requirements

• The main purpose of the personal assistant to the Deputy High Commissioner and Deputy Head of Mission is to organise Senior Management’s time and activities so that they are effectively able to run the mission. The successful candidate will be part of a small team in the High Commission’s Private Office. This office sets how the Deputy High Commissioner spends his time delivering on the British objective in Nigeria.
• The successful candidate needs to be able to organise a lot of demand on the Deputy High Commissioner’s & Deputy Head of Mission’s time. This will require shifting information to ensure the Deputy High Commissioner is using his time effectively. The role is also public-facing facing you will be an important person receiving calls and responding to requests for the Deputy High Commissioner, so a strong customer service background is desirable.  The role will also look to organise the Deputy High Commissioner’s travel, which is often complex. The role will work across the mission to bring teams together to best deliver all our objectives.
• Be highly organised and be able to shift between complex information.
• Be a team player who is able to work across several teams.
• Be a strong written and verbal communicator who can accurately record meetings and be able to speak confidently to superiors.
• Be comfortable in possession of sensitive or personal information, and the associated need for discretion.
• Observe the Foreign, Commonwealth & Development Office’s diversity and equality policies.
• Be IT literate with the ability to use the full suite of Microsoft 365 tools. Crucially outlook.

Other Requirements

• Good interpersonal and customer service skills.
• Excellent IT skills (including Microsoft Office):
• Ability to work with minimal supervision. The ability to respond flexibly to competing demands, often at short notice; Discretion and confidentiality.
• Events Management/ Customer Service
• Experience working with senior management/director-level staff in a corporate environment.
• Leading and communicating. Collaborating and partnering, managing a Quality Service, delivering at Pace.
• Experience in an office administration environment (diary & contact details management, managing frequent travel arrangements)

Job Roles and Responsibilities

• To effectively manage and support the Deputy High Commissioner (DHC) & Deputy Head of Mission through the efficient running of their office, diary, and travel management, and helping to coordinate key activities across the mission.
• Provide support to the Senior Leadership Team and post under the direction of the DHC. Managing the diaries of the Deputy High Commissioner & Deputy Head of Mission and their daily itinerary
• Receiving, dealing with, and prioritising meeting requests from both internal and external stakeholders for DHC & DHM.
• Coordinating effectively events/ functions hosted by the DHC / DHM in conjunction with the Residence Manager. Issue out e-invitations/cards and monitor RSVPs to ensure maximum attendance at events.
• Recording meetings and drafting minutes (Senior Leadership Team, Lagos Joint Management Board disciplinary panels and appeals, etc.)
• Receiving and dealing with official correspondence.
• Line managing and developing DHC’s drivers.
• Receiving visitors to the Deputy High Commission. Covering for the Residence Manager when away
• Any other duty as assigned

Experience Required

• Minimum of 3 years of proven experience working with Senior Management/director-level staff in a corporate environment.
• Experience in managing expenses and/or budget.
• Excellent organisational skills, particularly attention to detail and the ability to forward plan.
• Strong record of delivering with others.
• Discreet and excellent interpersonal skills to handle sensitive and confidential situations and work collaboratively across the network.
• Detail-driven individual with experience in organising logistics.
• Previous event management experience.
• Ability to produce briefing reports
• English Language at expert level
• Customer Service experience
• Demonstrate the ability to prioritise well, working between teams, and be able to assume responsibility for tasks with minimal supervision.
• Have excellent judgement and emotional intelligence, with clear self-awareness and an understanding of verbal and non-verbal communication.
• Be comfortable in possession of sensitive or personal information, and the associated need for discretion.
• Experience of working in a diplomatic Mission and or international organisation.
• Be IT literate with the ability to use the full suite of Microsoft 365 tools.

Additional information