Personal Assistant to HMA, UKMis Vienna (AUT22.314)

Online seit 27 Tagen

Personal Assistant to HMA,
UKMis Vienna (AUT22.314)

The British Embassy in Vienna is part of a network, representing British interests overseas is now looking for a Personal Assistant to the UK Ambassador to the IAEA and UN Organisations in Vienna.

You will work closely with the Ambassador, providing a range of support functions to her and to the other members of the Mission. In particular, you will lead on the management of the Ambassador’s inbox and diary – working with her and the team to prioritise her time effectively and to ensure she received suitable and timely briefing for appointments; ensuring effective forward planning of UK led meetings, events, dinners, etc. and supporting the Ambassador’s preparations for those events.

You will also lead on organisation of and logistics for larger set piece events such as quarterly IAEA Board meetings and the annual IAEA General Conference, working with the UKMis team and with London based colleagues. You will be key contact point for contacts from other country missions and UN organisations. You will act as co-ordination point for other team members who are out of the office for much of the time – the “glue” that holds us all together!

Main responsibilities will include:

  • Management of Ambassador’s diary and daily / weekly programmes, working with Ambassador and DHM to prioritise and de-conflict diaries. Forward planning for meetings, events, etc., liaising with team to plan and organise events and commission necessary briefing; pulling together relevant papers/ briefing for the Ambassador’s appointments, organising Ambassador’s official travel. Diary co-ordination with the PAs to other Vienna based UK Ambassadors;
  • Handling of incoming emails and calls, drafting routine correspondence and liaising with other Missions and UN Organisations in Vienna UK based colleagues in London and overseas. Shared management of UKMis shared inbox, triaging and prioritising correspondence;
  • Management of Ambassador’s travel and entertainment budget and corporate credit card claims;
  • Oversee logistics for UKMis involvement in large events / meetings. Manage / assist with programmes for inward visitors.

Essential qualifications, skills and experience:

  • Fluency in written and spoken English (C1 level according to the Common European Framework of Reference for Languages);
  • Relevant work experience as Personal Assistant, Executive Assistant, Administrative Assistant, Office Manager or similar roles;
  • Excellent interpersonal and networking skills;
  • Attention to detail and organisational skills – forward planning, risk spotting, problem solving, time management; and an ability to respond to changing priorities and tight deadlines;
  • High level of discretion;
  • Flexibility and willingness to occasionally work out of normal office hours during busy periods;
  • Strong Microsoft Office skills.

Desirable qualifications, skills and experience

  • Experience managing events;
  • Ability to understand and speak German (B1/B2 level CEFR)

Required competencies
Changing and Improving, Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together

Application deadline
19 July 2022

Type of Position
Permanent, Full-time

Other benefits and conditions of employment

This is a country based staff position in the UK Mission to the United Nations 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 5 days a week working from 09:00 to 17:00 and staff are entitled to time-off-in-lieu for extra hours worked. On occasion there may be support needed for events in the evening. 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.

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.

The monthly salary will be € 3,210 gross, payable 14 times a year. Please note that UK nationals will receive their salary net, minus the deduction of an equivalent level of Austrian (UK) tax retained at source. Further information on this will be given to candidates during the recruitment process. All other nationals will receive paid their salary minus social insurance deductions and are expected to comply with Austrian tax obligations through completion of a tax return to the Austrian authorities. Staff recruited locally by the British Embassy are subject to terms and conditions service according to Austrian employment law.

Staff recruited locally by the British Embassy are subject to terms and conditions service according to Austrian employment law.

For more information and to apply here:
Personal Assistant to HMA - UKMis Vienna (AUT 22.314).