The British Embassy Manila is a large diplomatic mission delivering a dynamic and rapidly expanding programme of activity in support of the UK’s objectives on prosperity, security and consular matters. The Embassy is a modern, diverse and inclusive employer where everyone contributes to the embassy’s values of Well-being, Opportunity, Respect and Collaboration.

Main purpose of job:

The British Embassy in Manila is part of a world-wide network of 270 missions representing British political, economic, defence and consular interests overseas. We are looking for an experienced Executive Assistant to provide administrative and secretarial support to His Majesty’s Ambassador and Deputy Head of Mission.

This is a varied and interesting role at the heart of the Embassy. You will work directly with the Ambassador and report to her Chief of Staff, enjoying exposure to some of the most important and high-profile issues of the day and providing support and advice as required. You will work closely with staff in the Embassy as well as the Ambassador’s Residence team.

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

1. Main Duties

• Act as Assistant to the Ambassador and to the Deputy Head of Mission, providing them with a high-level service to enable them to fulfil their roles as effectively as possible.
• Responsible for managing the Ambassador’s and Deputy Head of Mission’s diary, booking appointments, meetings and visits with a wide range of internal and external stakeholders. Ensure that all engagements are organised effectively, including liaising with drivers, the security team and staff at the Ambassador’s Residence and making travel arrangements as necessary. The Ambassador keeps a busy schedule and it is critical that in organising meetings you support effective time management.
• Provide the Ambassador with all the required administrative support, ensuring availability of all the relevant information, briefing and other papers needed on a daily basis, working with the relevant teams in the Embassy to deliver this in a timely fashion. Prepare and process the Ambassador’s formal correspondence as required.
• Maintain and develop effective systems and processes to run the Ambassador’s office effectively.

2. Stakeholder engagement

• Ensure that the Ambassador is well-briefed before meetings or engagements. With speeches, etc. commissioned in good time.
• Ensure good prioritisation of engagements for the Ambassador and Deputy Head of Mission.
• Keep track of future and past engagements in order to help with longer term relationship management.

3. Working with Heads of Sections and Embassy teams

• Have a detailed understanding of the cross-Embassy structures and teams, as well as the portfolio of cooperation that each lead.
• Ensure that teams and Partners Across Government are well-informed on the Ambassador’s priorities.

4. Budget Management

• Management, planning, control and reporting of financial expenditure in line with FCDO policy and direction.
• Ensure effective and timely monitoring of the Ambassador’s and Deputy Head of Mission’s catering and travel budget.
• Oversee expenditure; provide accurate updates to the Ambassador’s Chief of Staff.
• Advise the Chief of Staff on budget management and spending activity, producing FCDO mandated monthly financial returns and a forecast of outturn set against actual spend.
• Perform other tasks requested by the Ambassador, Chief of Staff, the Deputy Head of Mission and relevant stakeholders to achieve 1HMG objectives.

Resources managed (staff and expenditure):

• Support the development of 1 team member.

Essential on Arrival:

• Fluent in written and spoken English and Filipino
• Minimum 3 years substantive experience in relevant positions is preferred.
• Integrity and confidentiality.
• Excellent secretarial skills, and proficiency with the Microsoft Office Suite.
• Excellent organisational skills and a keen eye for detail.
• Excellent written and verbal communication skills.
• Strong interpersonal skills, including the ability to be professional, courteous and deal directly with key players at a senior level both inside and outside the Embassy.
• Initiative to solve problems, raise matters of concern and seek guidance where necessary.