Executive Assistant and Residence Manager to His

1 semana atrás

São Paulo, São Paulo, Brasil Foreign & Commonwealth Office Tempo inteiro
Job Description (Roles and Responsibilities)

Main purpose of job:

The Department for International Trade (DIT) is the Trade and Investment Promotion and Negotiation organisation for the UK.

We promote British trade and investment across the world, and we support UK businesses overseas and attract foreign investment to our shores.

We have 3,000 staff across the globe in over 100 countries.

DIT divides the world into 9 regions, each led by His Majesty's Trade Commissioner (HMTC).

The Latin America and the Caribbean (LATAC) HMTC is based in Sao Paulo and is responsible for a Network in 19 Posts with a team of over 140, as well as being Consul General for Sao Paulo.


Roles and responsibilities:

HMTC & Consul General (CG) Support (70%)

  • Organise, manage and prioritise the HMTC's diary of programmes and commitments. Plan, coordinate and execute all HMTC's external and internal activity.
  • Work with teams across the Network to ensure that HMTC is being well deployed to help achieve our aims and appropriately briefed and ready for the full range of engagements. Commission, coordinate and qualitycontrol briefing (as necessary) from across the Network for the full range of stakeholder engagement, visits, media interviews, and external meetings and events.
  • Work with the Deputy Consul General and her team to ensure the Consul General functions and actions are appropriately actioned and/or deputised as needed.
  • Manage HMTC's expenses budget, ensuring spend is value for money, within guidelines and budget. Complete expenses on behalf of the HMTC.
  • Act as Secretariat to the DIT LATAC Leadership Board. Work with the COO to set the agenda for senior leadership meetings and all staff meetings.
Residence Manager (20%)

  • Ensure the effective and professional running of the residence both as a representational space and as the HMTC & Consul General (CG) private home, liaising with the Estates Team as needed.
  • Liaise and communicate with the HMTC & CG to ensure that expectations are being met and to plan ahead for official and private requirements, making sure to loop in all interested parties in the organisation and forward look of events.
  • Oversee the professional organisation of residence events and ensure they are meeting an excellent level of service, including but not limited to: booking catering and other events services, overseeing and updating the beverages inventory, working with the Estates and Security Teams and making sure the venue is being used correctly, etc. Offer ideas and solutions as required and ensure that the streamlined systems that are in place for the booking and planning of events are clearly communicated and followed by teams.
  • Provide a warm and professional welcome to visitors in official events at the Residence.
  • Line Manage one Residence staff to ensure the professional running of the Residence. Manage any planned leave or sick absence of the one Residence staff, putting in place cover where required
  • Ensure that the Residence is fully stocked with essential items by making monthly purchases of those items.
  • Convey corporate messages and ensure that the Residence staff have the opportunity to participate in wider Consulate activities, including access to learning and development opportunities.
  • Ensure that events and other residence expenditure is accounted for in a timely and compliant manner. Work with the Brazil Network's finance team to provide accurate forecasting of future expenditure.
LATAC Executive Office Leadership (10%)

  • Oversee the LATAC Executive Office, managing the Sao Paulo Executive Assistant and the Executive Assistant to the Deputy Trade Commissioner based in Mexico City, to build a highperforming team that works across internal and external stakeholders.
Essential qualifications, skills and experience

Essential on arrival:

  • Undergraduate degree and other relevant professional qualification or experience.
  • At least three years previous experience of EA, PA or similar work.
  • Previous experience with event management.
  • An excellent standard of written and spoken English.
  • Ability to work quickly and reliably and to deliver at pace with limited supervision.
  • Excellent selfmanagement and organisational skills.
  • Excellent team work and interpersonal skills and ability to build relationships.
  • Ability to work in a high pressure, high workload environment.
  • Flexible and positive approach to working in a forward thinking, modern and motivated organisation.
  • Ability to manage upwards.
  • Demonstrate initiative and flexibility.

Language requirements:

Language:
English and Portuguese

Level of language required:
Full fluency in English and Portuguese (written and verbal) are essential.

  • Required behaviours
  • Making Effective Decisions, Delivering at Pace, Communicating and Influencing, Working Together Application deadline Application deadline day Application deadline month Application deadline year
  • 15 February 2023
Grade

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