View Vacancy – Executive Assistant to the British Consul General, Chicago

The British Consulate General in Chicago invites applications from outstanding individuals for the position of Executive Assistant to the Consul General.

The Executive Assistant provides a critical interface between the Consul General, the wider Consulate team and senior interlocutors across the 14 states of the Central/Midwest region of the United States as well as the British Embassy in Washington and in London. The successful applicant will exercise strategic oversight of the Consul General’s diary, ensuring that his time and energy are focused in supporting the priorities of the Consulate and the British Government, as well as helping to coordinate the various teams in the Consulate.  The Executive Assistant will have a central role in helping to plan and execute senior visits. An important element of this role will be, in collaboration with the catering manager, to manage and coordinate frequent events at the Consul General’s Official Residence.  The Executive Assistant also performs critical secretarial and administrative tasks and reports directly to the Consul General.

Roles and responsibilities:

• Management of all aspects of the CG’s calendar, managing the CG’s time efficiently.
• Arrange detailed outward travel itineraries for the CG across our 14 states (as well as visits to Washington and the UK), including scheduling appointments with high-level contacts, as well as making hotel, car and flight bookings.
• Provide support to the other Consulate teams on incoming VIP visit programmes, helping to manage logistics, coordinate input from internal and external stakeholders and producing briefing materials.
• Manage frequent events at the Official Residence, working closely with the catering manager and corporate services team to ensure high quality events that offer good value for money. This involves occasional attendance at evening and early morning events, including occasionally helping to staff events: help with event set up, greeting and circulating guests, closing down etc., in collaboration with catering manager/event lead.
• Coordinate weekly Senior Management Team meetings, monthly All Staff meetings and other meetings (eg team briefings with visitors): confirming attendance, room bookings, participating, taking notes and circulating action points.  Provide secretarial support to the regular Crisis and Honours meetings.
• Handle incoming mail and other correspondence for the CG and telephone enquiries; draft acknowledgements and other routine letters (thank you, welcome / farewell letter); Update and maintain Consulate contact database and other records, particularly around crisis preparedness.
• Prepare and reconcile monthly corporate credit card account and expenses processing for CG, accurately and submitted for approval on time.
• Participate in crisis training and exercise and be part of the Consulate-wide team response in the event of a crisis.

Resources managed (staff and expenditure): 

The Executive Assistant will be expected to seek good value for money and comply with all other relevant financial guidelines, working with the Corporate Services Manager to ensure that expenditure is within budget. 

This position does not have any line management responsibilities.  However, it is possible that the Executive Assistant may manage an intern from time to time. 

• Strong written and oral communications skills, including the ability to communicate with all levels of society, both internally and externally.  Good grammar and spelling essential.
• Strong ability to prioritise, organise and multitask.  Time-management skills and the ability to remain calm and professional under pressure are essential.
• Superior problem solving skills, common sense, and able to exercise good judgement at pace and in the face of competing priorities.
• Strong team player who enjoys working with others and is able to integrate fully into a wider Network-based team.
• Initiative, determination and responsibility.
• Flexible with working occasional long hours, including at weekends.
• Advanced proficiency in using the Microsoft Office suite, as well as various platforms for remote/video conferencing, such as Zoom and Webex (as well as Microsoft Teams).

US State Department requirements, the UK Government in the US has restrictions on the type of visas our non-diplomatic staff may hold. If you are not a US Citizen or a US Permanent Resident, or the dependent of a diplomat (with an EAD card), you may not be eligible for employment with the UK government. We cannot accept student Visas (J1, F or M) nor other forms of work Visas (I, H, P). If you hold a work visa it is best to check on your eligibility to work for a foreign government before applying for a position. The UK Government does not routinely sponsor work visas; the job advertisement will state clearly whether sponsorship is available.

You may refer to our website for additional information: https://www.gov.uk/guidance/living-in-the-usa.

All selected candidates are subject to background checks and will require a security clearance prior to starting work.