The British Embassy in Kuwait is seeking a highly motivated and enthusiastic individual for the position of Office Manager to His Majesty’s Ambassador (HMA), job grade Executive Officer (EO). 

Main purpose of the Job:

The Office Manager to HMA provides high‑level executive and organizational support to enable the Ambassador to operate with maximum effectiveness. The role is central to the smooth functioning of the British Embassy in Kuwait, ensuring effective diary management, robust coordination, and high‑quality information flow across Embassy teams. 

The Office Manager acts as a trusted coordinator, anticipating issues, maintaining oversight of priorities, and helping ensure that the Ambassador’s time and engagement are used to greatest impact. 

Duties and Responsibilities:  

Executive & Diary Management

• Proactively manage HMA’s diary, involving Transport Management and provide shared‑ownership support for the DHM’s diary, coordinating closely with relevant colleagues to balance priorities, meetings, and travel commitments.
• Ensure coherence across internal meetings, external engagements, and travel commitments, proactively identifying and resolving diary clashes.
• Maintain situational awareness of key developments and sensitivities within the Embassy and keep HMA appropriately informed.

Meetings, Briefings & Secretariat Support

• Provide comprehensive executive support for HMA’s meetings, including agenda preparation, collation and quality assurance of briefing materials, note‑taking, and tracking follow‑up actions.
• Proactively manage HMA’s programme of regular meetings (e.g. daily meetings, Senior Leadership Team, Quarterly Country Board meetings), ensuring meeting rooms are booked, IT is operational, and participants are confirmed.
• Organise and communicate the Embassy’s internal meeting calendar for agreed governance and leadership meetings.
• Act as Secretariat for designated meetings, including preparing papers, taking minutes, and circulating actions as required.
• Draft and dispatch official communications, note verbale, letters, and emails on behalf of HMA. Forward correspondence received by official methods.

Planning, Coordination & Information Flow

• Maintain and manage key documents, diaries, databases, and planning tools that support the effective delivery of Embassy priorities.
• Present an overview of upcoming priorities at the Embassy morning meeting as required and proactively flag conflicts or sensitivities.
• Build and maintain strong working relationships across Embassy teams to ensure smooth, timely, and accurate information flow to HMA.
• Build productive working relationships with key external contacts, particularly the Executive Assistant teams of HMA’s most important Kuwaiti and international counterparts, to facilitate effective engagement and coordination.
• Ensure that HMA’s key contacts are included in the guest list for HM The King’s Birthday Party.

Wider corporate activity

• Act as Secretariat for the quarterly One HMG Committee and Country Board, including organising meetings, taking the minutes, ensuring follow up on actions by liaising with subject leads, and flagging risks.
• Support on major events such as the King’s Birthday Party (KBP) and Christmas carols.

Driver Management

• Manage appraisals and coordinate the Ambassador’s driver daily activities, ensuring safe, timely, and professional transportation services.

Flexibility & Business Continuity

• Participate in the Embassy’s emergency planning and contribute to crisis response activities when required.
• Undertake ad hoc tasks in support of Embassy priorities as directed.

Resources Managed 

• Direct line management of 1 x Ambassador’s Driver.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any response to a crisis.  

Key behaviours required for the job:

• Communicating and Influencing – Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses, and opinions of others.
• Making Effective Decisions: Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
• Working Together – Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.
• Delivering at Pace: Take responsibility for delivering timely and quality results with focus and drive.

Eligibility:

If you are selected for this position, we will be able to employ you as long as you:

• Are legally resident in Kuwait (Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country); and
• Complete and successfully pass all local and UK security checks, including professional background checks.

• Proven experience in providing high‑quality administrative or executive support to senior leaders in a fast‑paced environment.
• Strong organisational and administrative skills, including experience managing complex diaries, meetings and travel.
• Excellent judgement, discretion and professionalism when handling sensitive and confidential information
• Excellent language skills in English and Arabic, both written and spoken, including drafting correspondence, briefings, and meeting minutes. Able to express ideas and messages clearly and concisely.
• Ability to manage competing priorities, work to tight deadlines and remain calm under pressure.
• High attention to detail, ensuring accuracy and quality in all outputs.
• Strong interpersonal skills, with the ability to build effective working relationships across teams and with external stakeholders.
• Proficiency in Microsoft Office tools, particularly Outlook, Word, Excel, PowerPoint, and Teams.