View Vacancy – Executive Assistant to the UK Military Representative to NATO (BEL24.455)

An overview:

NATO is a political and military alliance. Since its creation on 4 April 1949, the transatlantic Alliance has grown from 12 founding members to 32 member countries, all working together to keep our people safe. The UK’s Delegation to NATO is a joint organisation, comprising FCDO diplomats, FCDO local staff, MOD civilians, and military officers. We are all part of one team, working to the same mission.

The United Kingdom’s Joint Delegation to NATO (UKDEL) is the vital link between the UK Government and the North Atlantic Treaty Organisation. Its principal roles are to promote British interests in NATO and to keep UK Ministers and Government Departments informed about NATO discussions. It is now looking for an Executive Assistant to the UK Military Representative to NATO & EU (EA).

The Executive Assistant to the UK Military Representative to NATO & EU works in the Private Office of the Military Representative, co-leader of the UK Delegation. The EA to the MILREP works alongside military personnel as part of the MILREP Office, giving them exposure to a wide range of working practises and environments.

The EA will provide diary, secretarial and general office support to ensure the smooth running of the MILREP office. You will be a confident, approachable and professional colleague who can work independently in a high-profile, fast-paced environment. Flexibility, calmness under pressure, attention to detail, and discretion are required at all times.

The role entails:

• Managing the diary of the MILREP, including organising meetings and calls.
• Leading on the hospitality calendar, organising official hospitality and a range of working breakfast/lunches/dinners.
• Monitoring, preparing and managing incoming and outgoing correspondence.
• Organising visit programmes for a range of senior and high-profile guests. On the day assisting with escorting senior military and diplomatic visitors.
• Organising meetings including booking and setting up of rooms.
• Providing general office and administrative support as required as part of the Private Office teams, including information management and record keeping.
• Requirement to be in the office to arrange in person briefings, meet guests and organise printing.

Please note that the job requirements may change over time.

Resources managed (staff and expenditure):

• Hospitality budget.
• Gifting register.
• Travel and subsistence.
• HR reporting tracker spreadsheet.

Our ideal candidate has:

• Have proven previous office experience, preferably at a senior level, with associated time management skills, for yourself and the Principal;
• Proven ability to work autonomously, support others and deliver results, including in a fast-paced and changing environment;
• Proficiency in English (Minimum of level C1 according to the Common European Framework of Reference for Languages*);
• Possesses strong communication, interpersonal and team working skills;
• Have strong IT skills, with sound working knowledge of Microsoft Office;
• Have an open and flexible approach, drawing on the skills and experience of others to improve results;
• Attention to detail;
• Excellent administrative and organisational skills with proven ability to plan and prioritise tasks, making necessary adjustments to own workload;
• Discreet, confident and professional in communicating with people at all levels; and,
• Be prepared to start early and/or work late on occasions.