The British Embassy in Kyiv is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for a Executive Assistant to Development Director.

The Development Director leads the Humanitarian, Stabilisation and Recovery (HStaR) Team to deliver the UK aid portfolio for humanitarian response, energy security, social and economic recovery and reconstruction, reform and stabilisation for Ukraine. The post will be part of the HSTaR team and report into the Grade 7 Finance lead. The wider HStaR team works collaboratively as a hybrid team between Kyiv and the UK (London and Scotland).

The main purpose of the job is to provide first-class secretarial and administrative support to the Development Director. Manage their diaries, appointments, meeting bookings and correspondence, and ensure the smooth running of their working day. Provide administrative support to the wider team responsible for delivery of the UK’s aid to Ukraine. 

Roles and Responsibilities:

Development Director Support

• Diary Management: Ensure that incoming invitations and outgoing appointments are effectively managed including consultation across the team on priorities, briefings and talking points. Set up logistical arrangements for agreed meetings including room bookings, refreshments and transport. Coordinate closely with the team responsible for the Ambassador’s and Deputy Head of Mission’s diaries.
• Travel in and out of Ukraine: Managing Development Director travel in and out of Kyiv, booking and organising travel on FCDO systems. Reconciling and uploading expenses.
• Correspondence: Drafting/typing correspondence for Development Director.  Formatting email/letter drafts and other documents. Printing, copying and electronic filing.
• Management of Development Director correspondence during breather breaks, delegating emails and invitations as appropriate, holding replies and papers organised for return.
  

Humanitarian, Stabilisation and Recovery (HStaR) Team:

• Meetings: Managing invitations, bookings and chairing roster for HStaR regular (weekly, monthly) team meetings, and for ad hoc meetings convened by the Development Director.
• Administration: Supporting HSTAR Senior Leadership Team with administration on corporate issues. Running the HStaR annual leave and breather break tracker.  Ad hoc support to the team on administrative tasks, as and when required.
• Annual Away Days: Play an active supporting role in the committee responsible for organising HStaR annual team away days, and provide support to subteams within HStaR for their away day plans also.

Corporate:

• Provide leave cover and ad hoc support on request for colleagues providing PA services to the Ambassador and Deputy Head of Mission. 

• Full professional proficiency in English and Ukrainian (written and spoken, minimum of C1 level for CEFR framework*);
• Previous relevant work experience (personal assistant or executive assistant);
• Previous administrative experience;
• Experience in diary management and/or travel arrangements;
• Excellent interpersonal and networking skills;
• Attention to detail;
• Organisational skills – forward planning, risk spotting, problem solving, time management; and an ability to respond to changing priorities and tight deadlines;
• Strong IT skills (Microsoft Office).