Who are we

The British Embassy in Paris is part of a worldwide network, representing British political, economic and consular interests overseas.

The British Defence Staff (BDS) France forms part of the UK Ministry of Defence’s global network, working closely with French defence institutions, the UK Armed Forces, government departments and international partners to strengthen the UK-France defence relationship. Through engagement, cooperation, visits and strategic dialogue, BDS supports UK defence objectives and contributes to one of the United Kingdom’s most important bilateral defence partnerships.

The team is now looking for an Executive Assistant. This is an exciting opportunity to join a dynamic and fast-paced team at the heart of UK-France defence engagement. Working directly in support of the Joint (CSOC) Attaché, you will play a key role in enabling senior-level engagement, coordinating high-profile visits and events, managing relationships with a wide range of stakeholders, and ensuring the effective day-to-day operation of the office.

Main purpose of the role

As Executive Assistant to the Joint (CSOC) Attaché, you will provide high-level executive, administrative and operational support, helping to deliver the office’s strategic objectives and ensuring the smooth running of a busy and high-profile portfolio.

The role combines executive support, stakeholder engagement across UK and French defence networks, senior engagements, visits and events coordination, information management support, planning and reporting, and further administrative coordination. You will also contribute to the wider BDS team activity, enabling effective decision-making, strong bilateral engagement, and seamless delivering of defence diplomacy objectives.

No two days are the same. One day you may be coordinating a senior official visit or ministerial programme, while the next you could be managing key stakeholder engagements, supporting strategic planning activities, organising official events or helping improve office systems and processes.

Main responsibilities

Executive Support and Office Management

• Provide high-quality, proactive executive and administrative support to the Joint Attaché.
• Manage a complex and dynamic diary, prioritising engagements in line with strategic objectives and flagging conflicts, risks and pressures.
• Coordinate meetings, including scheduling, venue or dial-in arrangements, agenda development and preparation of briefing materials.
• Maintain accurate databases, correspondence records and documentation.
• Monitor and contribute to BDS-wide engagement tracking tools, identifying relevant activities and supporting forward planning.
• Maintain forward look calendars and engagement records, ensuring accuracy and alignment with priorities.
  

High-Level Engagements, Visits and Events

• Plan, coordinate and deliver senior engagements, visits (including Ministerial) and programmes involving UK, French and international defence stakeholders.
• Lead on logistic arrangements including travel, accommodation, transport, itineraries and liaison with host organisations and security teams.
• Organise official events, including Joint/CSOC engagements, BDS Paris functions, representational activity and senior visitor programmes.
• Manage guest lists, seating, dietary requirements and preparation of event materials (invitations, place cards, briefing packs).
• Support commemorative and ceremonial events in coordination with relevant Embassy and BDS leads.
• Accompany the Joint Attaché on official travel when required.

Engagement and Stakeholder Management

• Act as a professional first point of contact for the office, representing the British Defence Staff appropriately at all times.
• Build and maintain networks within the French Ministry of Armed Forces, military institutions and diplomatic community.
• Facilitate effective information flow between UK Defence and French counterparts.
• Maintain accurate stakeholder records (SRM) and engagement tracking systems, conducting regular reviews to ensure currency and reliability.
• Handle stakeholder interactions with discretion, judgement and awareness of diplomatic sensitivities.

Information and Records Management

• Maintain structured, compliant digital filing systems in line with policy.
• Improve information storage and retrieval processes, including use of digital tools such as SharePoint.
• Document and streamline office processes (e.g. Requests for Visit, approvals workflows and administrative procedures).
• On occasion, provide high-quality translation of official documents.
• Take clear and accurate minutes during meetings and support follow-up actions.

Financial and Administrative Responsibilities

• Track and reconcile card expenditure monthly and maintain accurate financial records.
• Process travel and subsistence claims, representational expenses, and low-value business cases.
• Maintain supporting documentation, including receipts and audit trails.
• Maintain awareness of relevant financial procedures and governance requirements.

Analytical and Policy Support

• Provide analytical support for discrete tasks aligned with BDS outputs.
• Support development and maintenance of tools such as the UK Defence Grid, Long-Look planner and incoming visitors’ brief.
• Monitor and track defence-related activity relevant to UK objectives in France.
• Contribute to reporting, situational awareness and informed decision-making.

Team and Corporate Contribution

• Provide flexible support to the wider BDS and Embassy teams, particularly during major events or periods of high demand.
• Cover for other administrative staff during absences, ensuring continuity of operations.
• Contribute to team projects and cross-cutting initiatives.

• Proficiency in English and French (written and spoken), minimum C1 level according to the CEFR framework*;
• Minimum of 1 year of experience providing executive, administrative or operational support to senior leaders/managers (Director level or equivalent), including managing complex schedules, preparing documentation and briefings and similar;
• Experience coordinating meetings, visits, events or senior-level engagements involving multiple stakeholders;
• Experience building and maintaining effective working relationships with a wide range of stakeholders;
• Strong organisational and prioritisation skills with the ability to manage competing demands;
• Excellent attention to detail and commitment to accuracy and professionalism;
• High level of discretion and sound judgement in handling sensitive information;
• Confident user of IT systems and willingness to develop digital skills;
• Effective interpersonal skills and ability to build professional networks;
• Proactive, adaptable and collaborative approach that contributes to a welcoming and happy workplace environment;
• Demonstrated ability to exercise judgement, identify solutions and progress work with limited supervision.