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View Vacancy – Vienna Trimission Coordinator and Personal Assistant to Deputy Head of Mission (AUT26-008341)
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Foreign, Commonwealth and Development Office (Policy & Political roles)
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Private Office
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Who are we?
The British Embassy Vienna is part of a network, representing British political interests overseas. We are currently looking for Vienna Trimission Coordinator and Personal Assistant to Deputy Head of Mission.
Main purpose of job:
To support the British Ambassador to Austria’s Private Office, the Deputy Head of Mission and the Political Team.
The successful candidate will cover for the Ambassador’s Personal Assistant, run the Deputy Head of Mission’s diary, provide general support to Political Team and act as Secretary to the Three Mission Corporate Boards – organising meetings, writing minutes and ensuring that follow up actions are undertaken.
The successful candidate will be well organised, have a strong customer focus and be able to build strong relationships across teams and with key contacts in other Missions.
Main duties and responsibilities:
- Diary management: Manage the Deputy Head of Mission’s diary and provide cover and support to manage the Ambassador’s diary when required; organise travel/programmes; coordinate briefings from various departments for Ambassador and DHM’s meetings.
- Meetings and events: Support political and Residence team to organise meetings and events.
- Secretarial support: work with Ambassador’s PA to manage incoming emails/papers and telephone calls, including to the general Embassy inbox; draft routine correspondence in both English and German; liaise with other missions and stakeholders to set up meetings; support DHM on high profile visa issues.
- Act as Secretary to the Trimission Quarterly Management Board, organising quarterly meetings, writing the meeting minutes and supporting the DHM to ensure that all corporate meetings take place and that agreed actions are implemented.
- Financial administration: administer claims and credit card transactions for Ambassador and Deputy Head of Mission; support Ambassador’s PA on budget forecasting and monitoring.
- Other administrative and support requirements which may arise.
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- fluency in both written and spoken German and English (minimum C1 level according to CEFR*).
- Previous Personal Assistant experience.
- Excellent interpersonal and communication skills including strong team working.
- Sound judgement and attention to detail.
- IT skills (Microsoft Office, Word, Excel)
- Experience in office administration environment (diary & contact details management, managing frequent travel arrangements);
- Strong written communication skills, including drafting clear and concise correspondence or briefing material;
- Flexibility and ability to work under pressure;
- Proven organisational and administrative skills;
- Confidence in dealing with senior contacts and colleagues with a strong customer focus;
- High level of discretion.
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- Experience using Microsoft Copilot or similar AI tools;
- Experience of managing expenses and/or budget;
- Experience working in/with government or international organisations.
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Changing and Improving, Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Working Together
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28 June 2026
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Administrative Officer (AO)
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Full-time, Permanent
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35 hours per week
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Europe, Eastern Europe & Central Asia
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Austria
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Vienna
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British Embassy
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1
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EUR
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4,105 EUR gross payable 14 times per year
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monthly
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17 August 2026
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This is a country based staff position at the British Embassy in Vienna; it is not a diplomatic designated position. The position is subject to the terms and conditions of British Embassy employees.
This is a full-time (35 hours per week) permanent contract.
Working hours are flexible and staff are entitled to time-off-in-lieu for extra hours worked. The annual leave entitlement is 25 days per year pro rata and the Embassy also enjoys 14 Austrian / UK public holidays per year and we are committed to ensuring a work / life balance. Flexible working is supported, within operational constraints and in line with the flexible working policy.
The cost of the Vienna yearly transport ticket (currently capped at 365 EUR per year) is reimbursed (prorated for months in the role). There is a performance related pay scheme in place.
The monthly salary will be €4,105 gross, payable 14 times a year. You will receive your salary minus social insurance deductions and are expected to comply with Austrian tax obligations through completion of a tax return to the Austrian authorities. However, in some cases you will receive an abated salary where dual taxation agreements apply. Further information will be given at the recruitment stage.
The successful candidate will be subject to confirmation of a background check and security clearance. It is the applicant’s responsibility to ensure they are legally able to work in Austria. The Embassy is not able to assist with any visa or sponsorship arrangements.
Staff recruited locally by the British Embassy are subject to terms and conditions service according to Austrian employment law.
Visa / Passport requirements: Candidates must currently hold the independent right to live and work in Austria and be prepared to ensure that right remains throughout the scope of the contract. Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.
Learning Opportunities:
The British Embassy has an active L&D Committee and offers a wide range of development opportunities. A blend of learning opportunities will be available including shadowing, mentoring, and both formal and on the job training. Compulsory online training courses include Diversity and Inclusion, data protection, safeguarding and security. Additional online courses offered via the UK International Academy on Programme Delivery, Leadership and Management, Corporate Skills and on Europe and the UK government.
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Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.
*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.
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To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/
To help us track our recruitment effort, please specify on the application form/indicate in your cover letter where (ngotenders.net) you saw this job posting.
