Note: All applicants are required to mandatorily fill the complete online Application form including the employment, educational details, behavioural and technical/ professional skills questions. We will be thoroughly reviewing the application forms only with all the required details and the shortlisting is not basis CV/ cover letter. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.

Please note that is a Maternity cover requirement for a fixed-term. 

For internal candidates the role will be open on Temporary Promotion/Flexible deployment.

Main purpose of job:

This is a unique opportunity for a highly efficient, proactive, and ambitious individual to play a central role in the High Commissioner’s Private Office. The Executive Assistant (EA) directly supports the High Commissioner (HC) in almost all aspects of their leadership across the UK’s largest overseas network. This high-profile role demands discretion, trust, and attention to detail. It is integral to helping the High Commissioner and the UK in India network deliver on the UK-India relationship.

Diary Management & Strategic Prioritisation

At the heart of UK-India operations, the EA manages a high volume of requests for the HC’s time. Working closely with internal teams, the EA provides accurate handling advice and proactively manages the HC’s diary to avoid conflicts to ensure the HC’s time is spent as efficiently and effectively as possible. A top-level understanding of UK-India policy priorities is essential. The EA should be able to spot connections, suggest prioritisation, and balance competing demands while keeping stakeholders informed and satisfied.

Stakeholder Engagement & Communication

The EA maintains a wide network of internal and external contacts, including senior business leaders, government officials, and Heads of Mission. Therefore, it is essential the HC’s EA is kind, approachable, and professional; able to deliver clear and sometimes difficult messages with tact; discreet and diplomatic.

Internally and to colleagues within the UK in India network, the EA should  display kindness in every interaction. The EA will often need to convey decisions that may not align with others’ expectations while maintaining positive relationships across the India Network.

Teamwork & Leadership

The EA is a key member of a fast-paced Private Office team that handles hundreds of requests and competing priorities. The successful candidate will work closely with the HC’s Private Secretary to ensure optimal use of the HC’s time. We are looking for someone who is confident making independent decisions and providing direction, including at times to senior colleagues. The EA should embody Private Office values of kindness, supportiveness, and open communication.

As a line manager to four direct reports (who in turn lead teams of 16), the EA should lead with empathy, empower others, and support the team through change and challenges. The EA also acts as cover for the Private Secretary during periods of leave.

This is a demanding, fast-paced, and rewarding position. The successful candidate will be involved in high-profile visits, senior-level meetings, and major events. It’s an ideal role for someone ready to take on significant responsibility and make a meaningful impact on one of the UK’s most important international relationships.

We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business.

Roles and responsibilities / what will the jobholder be expected to achieve:

The UK in India Network is the UK’s largest overseas diplomatic network, with over 800 colleagues across 10 locations. This role sits at the heart of it all. Communication, teamwork and true are essential to ensure a clear and efficient flow of information between the High Commissioner and teams across India.

The Executive Assistant to the High Commissioner is expected to:

Overall Responsibilities

• Strategically Diary Management: reviewing all meeting requests and invitations, and advising on prioritisation. Delegate appropriately to the Senior Leadership Team and other colleagues where needed.
• Contact Management: Engage with a wide range of internal and external stakeholders to schedule meetings and maintain effective communication flows. Responsible for guest list management for HC events, proactively suggesting attendees.
• Coordinate the High Commissioner’s regional travel, including programme planning, briefing commissioning, and securing protocol and security clearances from the Ministry of External Affairs.
• Budget Management: Manage and forecast the HC’s travel budget. Work with Residence Manage to manage and forecast the Residence Budget.
• Line manage four direct reports: 2 High Commission Drivers, 1 Residence Manager, and 1 EA to the Deputy High Commissioner.
• Provide cover for the Deputy High Commissioner’s EA and the High Commissioner’s Private Secretary during periods of leave.
• Support major events, including the annual King’s Birthday Party and Investiture Ceremonies.

Day-to-Day Tasks

• Monitor and manage the Private Office shared mailbox, ensuring timely action or delegation of incoming correspondence.
• Review and respond to incoming invitations in a polite, timely and efficient manner.
• Commission and coordinate briefing materials for meetings, ensuring they are timely, coordinated across the network and tailored to the HC’s preferences
• Liaise regularly with the High Commissioner’s Residence Team to ensure alignment on events, meetings, and activities.
• Act as Secretariat for the weekly Network-wide ‘Monday Morning Meeting’, managing the agenda and tracking actions.
• Oversee official expenditure, ensuring timely processing of expense claims via the FCDO’s online platform.
• Maintain discretion and professionalism in all interactions, representing the High Commissioner’s office with integrity.

Resources managed (staff and expenditure): 

Line Management of 1x Residence Manager, 1x Executive Assistant to the Deputy High Commissioner, 2x Driver.

Responsible for forecasting and managing the High Commissioner’s Budget, including travel budget and residence budget. 

Learning and development opportunities (and any specific training courses to be completed):
The FCDO offers a range of L&D opportunities to support the successful candidate to thrive in this role and provide a wider understanding of the FCDO’s work.

Essential on arrival:

• 2+ years’ experience as an executive/personal assistant, private office, office management, in a diplomatic mission or an events or project management role
• Minimum graduate degree in relevant domain
• Exposure to the work in an international setting – either in an international company or a diplomatic setting
• Strong management, leadership, interpersonal and communication skills
• Willingness to work with flexibility, including occasionally on evenings or weekends
• Experience of budget planning and accounting
• Keen attention to detail and discretion
  

Language requirements:
Language: English, Hindi
Level of language required: Fluent.