View Vacancy – Office Assistant (Fixed-term/temporary)

Main purpose of job:

The British Government’s Office in New York, housing the UK Mission to the United Nations and the British Consulate General, has an exciting opportunity for an active, and dynamic person to join the Corporate Services Team as an Office Assistant. This opportunity is a rewarding role which supports and further develops the special relationship between the UK and the UN, supporting work at the forefront of international diplomacy in order to make a real difference globally.

The US Network offers a unique career enhancing opportunity and is committed to supporting its staff through a variety of benefits including generous leave, insurance packages and a highly competitive 401k programme.  It also promotes a culture of flexibility which enables people to better maintain wellness through an excellent work/life balance approach that encompasses hybrid working, including working from home and flexible hours, where possible.   In this role you would be working in a diverse international environment to support UK diplomats, armed forces personnel and other country based staff operating across the Mission.

The Office Assistant provides customer support to the UK mission to the United Nations and the British Consulate General in New York. You will support the effective operation of the office, office services and the mail room. You will work in a team of 2 under the supervision of the Office Manager, and assist the Office Manager in continuously improving the office’s operation and service delivery. 

Roles and responsibilities of the Office Assistant are: 

• Advice and assistance to customers as appropriate;
• Facilitate the day to day running of the New York office;
• Catering support; providing refreshments for meetings held in the office conference rooms;
• Set up and take down of meeting rooms, including moving tables, chairs, and supplies, and assisting with catering setup where needed;
• Cleaning and upkeep of common areas, kitchens, meeting rooms, basement, etc in line with office policy;
• Attend to external visitors and contractors as and when required;
• Despatch, receipt and sorting of mail;
• Preparation, payment and submission of mail for transit through US carriers;
• Liaise with departments in London with regard to transport of Diplomatic Unescorted Bags; ;
• Upkeep and maintenance of all mail records;
• Undertake small maintenance tasks as and when instructed by Office Manager;
• Support the Office Manager in management of the office supplies inventory;
• General photocopying, filing, electronic file management etc.;
• Support the Office Manager in finding further efficiencies and process improvement in order to improve our service delivery;
• Ensure Health & Safety procedures are adhered to and practised;
• Any other general administration duties as and when required.

• Strong team player who can work flexibly based on the changing needs of the team and business;
• Good IT skills and the ability to effectively use MS Outlook, Teams, Excel, and Word;
• Clear and confident communicator, with the ability to work with stakeholders at all levels of the organisation;
• Strong organisational skills, and the ability to multitask;
• Excellent customer service skills.