View Vacancy – SRR – Executive Assistant to the Deputy Head of Mission and Ambassador’s Residence Manager (EO)

The British Embassy Riyadh has a vacancy for Executive Assistant to Deputy Head of Mission and Ambassador’s Residence Manager on a fixed term contract for two (2) years.

This role combines responsibilities for managing the smooth operation of the Ambassador’s Residence and providing senior-level executive assistance to the Deputy Head of Mission (DHM). The jobholder will ensure the effective delivery of administrative, financial, and operational support, maintaining the Residence to high standards, and play a pivotal role in supporting diplomatic engagement and fostering external relationships. The role requires exceptional organisational skills, the ability to manage competing priorities, and a commitment to providing high-quality service. 

Duties and responsibilities:

– Executive Assistant to the DHM

• Proactively manage the DHM’s daily schedule, including prioritising appointments, coordinating travel arrangements, and organising meetings to avoid conflicts.
• Prepare agendas and collate all necessary briefing materials, ensuring that the DHM is well-prepared for engagements.
• Take accurate and comprehensive meeting notes, track follow-up actions, and ensure timely updates to stakeholders.
• Serve as Secretariat for key Embassy boards and committees, such as the Post Management Board and Town Hall meetings. This includes drafting agendas, circulating documents, taking minutes, and following up on action points.
• Organise and oversee logistical arrangements for high-profile visits and diplomatic events, coordinating with other teams for seamless execution.
• Act as the primary point of contact for internal teams and external stakeholders engaging with the DHM, ensuring effective communication and coordination.
• Develop and maintain productive working relationships with senior government officials, diplomats, and external contacts, including executive assistants in other organisations.
• Provide support for corporate communications, drafting internal messages, creating presentations, and coordinating updates on behalf of the DHM.
• Work with the Executive Assistant to His Majesty’s Ambassador (HMA) to organise and communicate the Embassy meeting calendar for routine Network meetings, e.g., Quarterly Country Boards, Post Management Board, Gulf Strategy Fund, Town Hall meetings, SLT lunches, Post security and crisis committee meetings.
• Support corporate communications work on behalf of the DHM, including commissioning drafts, editing and sending messages to all staff, and producing presentations for corporate meetings.
• Maintain and manage key documents, registers, diaries, and databases which help Chancery and the wider network to function smoothly and deliver the Country Business Plan effectively.
• Oversee entertainment and operational budgets for the DHM’s office.
• Provide leave cover for Executive Assistant to HMA as required.

– Residence management

• Oversee the day-to-day operations of the Ambassador’s Residence, ensuring it is well-maintained and operationally ready for events and high-level visits.
• Lead a team of 4-5 Residence staff, setting clear objectives, providing performance feedback, and identifying training needs.
• Conduct regular inspections of the Residence, identifying maintenance needs and liaising with the Estates and Technical Works teams to implement improvements.
• Ensure all rooms and facilities, including furnishings, lighting, and décor, are presented to a high standard, reflecting the style and importance of the Residence.
• Supervise housekeeping and laundry services to maintain cleanliness and efficiency in all areas of the Residence.
• Maintain accurate inventory records, including the Government Art Collection, and ensure all items are handled and stored in line with UK Government guidelines.
• Enforce Health and Safety measures for staff, contractors, and visitors, addressing potential hazards and participating in the Post Health and Safety Committee.
• Keep the Ambassador informed of any developments or challenges affecting the operation of the Residence.
• Handle smooth transition between in-coming and out-going Ambassadors.

– Financial management for the Residence

• Establish and maintain robust systems for tracking and managing Residence-related expenses, ensuring compliance with Foreign, Commonwealth and Development Office (FCDO) financial guidelines.
• Prepare detailed monthly budget forecasts and maintain accurate financial records to support audits and ensure transparency.
• Review and approve transactions, including those made using the Government Procurement Card (GPC) or Corporate Credit Card (CCC), and ensure all procurement activities adhere to policy.
• Work closely with the Corporate Services team to manage contracts and suppliers, ensuring value for money and quality service delivery.
• Maintain clear and accurate records of hospitality and representational expenditure, ensuring proper recharging to Embassy sections.
• Oversee entertainment and operational budgets for the Ambassador’s Residence.

– Team leadership of Residence staff

• Directly manage a team of 4-5 Residence staff. Set clear objectives, provide performance feedback, and identify training needs to ensure high performance and professional development.
• Provide clear direction, leadership, and support to the Residence team, ensuring they understand their roles and responsibilities.
• Monitor workloads to ensure fair distribution of tasks and provide coaching and development opportunities to enhance skills and performance.
• Address staffing issues proactively, including recruitment, performance management, and handling leave or absences to ensure seamless operations.
• Foster a positive, inclusive, and professional working environment, encouraging collaboration and high standards of service delivery.
• Supervise overtime allocation and TOIL and ensure all absences are properly recorded in line with Embassy policies.

– Coordination with other Embassy teams

• Collaborate closely with the Corporate Services team, Residence staff, and Chancery to address operational challenges and align activities with Embassy priorities.
• Act as a liaison between the Residence and internal Embassy departments, ensuring effective communication and coordination for events, visits, and operational needs.
• Provide occasional support during Residence-hosted events, ensuring that they meet Embassy standards and objectives.
• Build and sustain relationships with external contractors, service providers, and Embassy suppliers to ensure efficient operations.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future and this would be at the discretion of the line manager or head of section. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis.

Key behaviours required:

• Leadership – Show pride and passion for public service. Create and engage others in delivering a shared vision. Value difference, diversity and inclusion, ensuring fairness and opportunity for all. Inspire and motivate team members to deliver high-quality results, fostering a positive and professional working environment.
• Delivering at Pace – Take responsibility for delivering timely and quality results with focus and drive. Prioritise and manage workloads effectively, ensuring tasks are completed accurately and on time.
• Managing a Quality Service – Deliver service objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs. Ensure high standards of service delivery in all aspects of Residence and DHM office management.
• Communicating and Influencing – Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses, and opinions of others. Effectively convey ideas and information to diverse audiences, ensuring alignment and cooperation.

Eligibility:

• The successful candidate must be able to secure a local residence and work permit in Saudi (iqama) OR already have the right to work and reside in Saudi.
• The British Embassy provides visa sponsorship. The successful candidate will be required to transfer their visa under the Embassy’s sponsorship.

• Previous relevant work experience as a Personal/ Executive Assistant or in an administrative or executive support role, ideally for at least four (4) years.
• Experience in hospitality or events management.
• Excellent English language skills, both written and spoken (at least B1 Level under CEFR or equivalent). Able to express ideas and messages clearly and concisely. Accurate typing and proofreading skills.
• Strong organisational and interpersonal skills, with the ability to prioritise and handle multiple tasks simultaneously.
• Proven ability to lead teams and manage staff effectively.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to maintain a range of contacts to build effective working relationships. Ability to work closely with senior staff and their contacts.
• Initiative to solve problems, raise matters of concern, and understand competing priorities. Ability to work rigorously and independently and make judgement calls on when to use own initiative to deal directly with enquiries and seek guidance where necessary.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).