Main purpose of job:

The Executive Assistant to the Deputy Head of Mission (DHM) is a key administrative and support role within the Private Office. Reporting to the Chief of Staff (CoS), the jobholder will ensure administrative and operational support for the DHM (and His Majesty’s Ambassador, HMA).

This role is primarily focused on delivering high-quality administrative support, including diary and travel management, coordination of meetings and events, preparation of briefings, minutes and correspondence, oversight of budget-related tasks whilst ensuring a good knowledge of the Embassy’s work. The Executive Assistant acts will be point of coordination by managing day-to-day logistics and ensuring smooth internal and external engagement.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple tasks in a fast-paced diplomatic environment.  Working proactively to promote the British Embassy priorities, activities and initiatives across all policy areas, working closely with HMA, DHM, CoS and Embassy colleagues while having the opportunity to support meetings and events with key stakeholders to the UK.

The role is suited to a proactive junior professional with an interest in international relations and demonstrable secretarial/diary management experience

Roles and responsibilities:

The Executive Assistant to the DHM will support the smooth and strategic functioning of the Deputy Head of Mission (DHM) and His Majesty’s Ambassador Private Office. This role requires strong organizational skills, discretion, and a proactive approach to supporting senior leadership. The job holder plays a key role in supporting the DHM’s priorities by anticipating needs, highlighting decision points and ensuring the agenda reflects strategic objectives. The EA to the DHM coordinates across Embassy teams to ensure timely delivery of briefings, inputs and follow-ups, acting as a central point of alignment for the DHM.

1. Diary  Management – 35%
•    Manage and prioritize diary requests for DHM & HMA.
•    Track stakeholder engagement, ensuring adequate follow-ups and introductory meetings. 
•    Support coordination, note-taking and recurrency of Embassy committees.
•    Support and coordination of DHM travel agenda, ensuring adequate logistics and planning. 
2. Briefings, Speeches & Communications – 20%
•    Commission, compile, and quality-check briefings, speeches, and communications for DHM & HMA.
•    Ensure clarity, consistency, and alignment with Embassy messaging and priorities.
3. Correspondence & Information Management – 20%
•    Receive, classify, and distribute incoming mail and emails.
•    Prepare official correspondence and maintain archives.
•    Record meeting minutes and provide translation (English-Spanish / Spanish-English) as needed.
4. Event Coordination – 10%
•    Support planning and execution of Residence events as part of the Private Office team.
5. Budget Oversight – 10%
•    Manage own and DHM expenses and contribute to budget forecasting.
•    Ensure efficient and transparent use of resources.
6. Team Resource – 5%
•    Co-manage the Private Office intern and support team as needed.

Resources Managed:

Co-manage Private Office Intern

• Full-time availability.
• Previous experience or qualifications as a bilingual secretary or diary manager.
• Interest and knowledge of the Colombian political landscape
• Interest and knowledge of the United Kingdom.
• Proficient with Microsoft Office Suite.
• Responsible, well organised and strongly committed to the job.
• Sociable, able to interact and collaborate with different teams and requests.
• Excellent teamwork and communications skills.
• Works well under pressure and against deadlines, able to deal effectively with stressful and difficult situations.
• Fluent in both written and spoken English and Spanish. (Desirable C1 certified -IELTS or TOEFL).