Main purpose of job:

The Executive Office Intern provides essential administrative and organisational support to the Executive Office, ensuring the smooth and efficient operation of day-to-day activities. This role supports senior leadership by coordinating meetings, supporting with diary management, and handling internal and external communications with professionalism and discretion. The intern also maintains key office systems, including contact databases and mail management, and contributes to a wide range of tasks that enable the Executive Office to function effectively.  
 
The Executive Office Internship provides an excellent opportunity for candidates to gain insight and experience working for one of the key diplomatic missions in Mexico. This is a varied and challenging position given the unpredictability of tasks and requests in the Executive Office, and the successful candidate will play a vital role in supporting His Majesty’s Ambassador and their team.

Roles and responsibilities:

• Provide administrative support to the Executive Office, ensuring smooth and efficient day to day operations.  
• Support diary management for His Majesty’s Ambassador (HMA) and the Executive Office, including scheduling, organising meetings, and sending meeting invitations.  
• Respond professionally to internal and external inquiries by email, phone, and in person, ensuring timely follow up and excellent customer service.  
• Update, maintain, and manage HMA’s contacts database and other office systems as required.  
• Manage incoming and outgoing mail for the Executive Office, ensuring correct distribution and handling.  
• Format official letters and liaise with the Logistics & Protocol Team for the appropriate signature and delivery of Notes for SRE purposes.  
• Assist with the planning, organisation, and delivery of Embassy events and visits, including those at the Residence.  
• Provide reception support for HMA’s external guests, including greeting, escorting, and managing their visit experience.  
• Book flights, accommodation, and logistics for HMA’s travel, as needed.  
• Produce reports, documents, and presentations in Excel, Word, and PowerPoint for the Line Manager or other colleagues, as needed.  
• Provide flexible support to the Deputy Head of Mission through diary management, scheduling meetings, and assisting with the planning and coordination of official events, when required. 
• Support with additional tasks as assigned by the Executive Office.   
• Contribute to the wider corporate activity of the Embassy network as part of standard duties. 
   

• Undergraduate degree student (preferably in last semester or recently graduated) in Administration/International Relations/Business or related subject. 
• Strong attention to detail. 
• Highly organised with ability to manage multiple priorities at once. 
• Proficiency in Microsoft applications. 
• A pleasant and helpful manner and excellent customer service skills with ability to handle information sensitively.  
• Ability to work effectively as part of a team and independently under supervision. 
• Ability to execute administrative tasks. 
• Willingness to learn. 
• Ability to manage your own time, scheduling, and working under deadlines. 
• Proactive and creative self-starter with strong interpersonal skills who has the ability to learn quickly. 
• Must be willing to work in constantly changing multicultural environments. 
• Language requirements: English & Spanish (fluent: B2 CEFR or equivalent). 
• Legal status to live and work in Mexico in your own right, from the time of Application. 

Language requirements

fluency in English and Spanish