Main purpose of job:

The Residence Assistant plays a key role in ensuring the smooth, professional and high-standard operation of the Ambassador’s Residence. This position provides strategic and operational support across a range of areas, including event coordination, financial administration, estate management and maintenance, procurement, and staff coordination.

The role is integral to maintaining excellence in service delivery, communication, and operational efficiency. As a core member of the Residence Team, the Residence Assistant supports effective management and fosters clear, consistent communication.

This position requires a proactive, organized, and service-oriented individual who is capable of stepping in for the Head of Residence when necessary.

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

Events & Hospitality Coordination (50%)

• Act as the primary support for all events hosted at the Residence, ensuring seamless execution.
• Act as point of contact for Embassy queries and requests.
• Own smaller functions, liaising directly with Embassy sections to cover all aspects of the events (guest lists, invite handling and RSVPs, suppliers, etc.).
• Manage event planning logistics, including budgeting through detailed costing spreadsheets.
• Reconfirm quotes for upcoming Embassy events, ensuring alignment with event requirements and budget constraints.
• Draft, edit, and send out event invitations; track and follow up on RSVPs both on the events forms and on the event management platform.

Income Generation Events / SiWM (5%)

• Support external (IG) events, liaising with DBT to ensure clients’ needs are met and events run smoothly.
• Manage contracts, invoicing, and payments related to IG/SiWM activities.
• Draft, edit, and send out event invitations; keep a fluid communication with clients updating them on RSVPs and the overall organization of the event.

Financial Oversight (10%)

• Assist in the preparation and submission of monthly financial forecasts.
• Manage the submission of HMA private expenditures, ensuring accuracy and timeliness.

Estate & Facilities Management (10%)

• Serve as the liaison with the Estate team, reporting maintenance needs, ensuring timely resolution and tracking progress on requests.
• Coordinate requests for cleaners.

Procurement & Supplier Relations (3%)

• Maintain up-to-date supplier records, including purchase order tracking and banking details.
• Ensure timely processing and control of supplier invoices.
• Oversee procurement activities through Hera, including purchases and requisitions.

Administrative & HR Support (20%)

• Facilitate clear and consistent communication with Residence staff regarding events and operational updates.
• Support the Residence’s butler in maintaining inventories (e.g., beverages, crockery, silverware, etc.).
• Assist the Head of Residence with expense tracking, record keeping, and general administrative duties.
• Provide first-line support for Hera-related issues among Residence staff.

Transit Flats & VIP Rooms (2%)

• Manage two transit flats and three VIP rooms, including their booking systems.

This job description is intended to provide a general overview of the responsibilities and duties associated with this role. It is not an exhaustive list. The scope of the position may evolve over time, and additional tasks may be assigned or existing responsibilities adjusted as needed to meet organizational goals.

• Previous experience in event organisation
• Strong team player with a flexible, collaborative approach
• Excellent organisational skills with ability to meet deadlines and establish priorities.
• Advanced computer skills; proficient in Microsoft Office, especially Excel
• Strong customer service orientation, with experience dealing with internal and external stakeholders.
• Proactive and self-motivated, with the ability and willingness to take initiative
• Resilience and ability to remain calm under pressure or critical situations

Language requirements:

Language: Native Spanish; proficient English