Executive Assistant to High Commissioner

British High Commission Pretoria; Pretoria; On-site; ZAR 300,000 - 450,000; Full time

Job summary

The British High Commission in Pretoria is seeking a skilled Executive Assistant to support the High Commissioner. This pivotal role involves managing schedules, organizing events, and ensuring efficient office operations. Successful candidates will demonstrate exceptional organizational abilities, communication skills, and a proactive approach to problem-solving, while fostering a positive office environment.

Qualifications

• Experience in an Executive Office is essential.
• Skills in diary management and event planning are critical.
• Must have exceptional communication and organizational skills.

Responsibilities

• Support the High Commissioner with workflow, diary, and travel management.
• Manage events and ensure effective office operations.
• Line manage the Deputy High Commissioner's Executive Assistant.

Skills

Diary management

Organizational skills

Communication

Event delivery

Proactivity

Tools

Microsoft Office

Job description

Main purpose of job:

Support the High Commissioner across the full range of his responsibilities, through the efficient running of his office, including workflow, diary, and travel management. Be an active part of the wider executive office team including helping to co-ordinate key activities across the British High Commission. Line manage the Deputy High Commissioner’s Executive Assistant and provide support and cover as required.

Roles and responsibilities:

• The role is an excellent opportunity for you to develop your skills and network at the heart of the UKinSA team. As a key member of the BHC’s Executive Office, you will make decisions about where the High Commissioner can add value and make meaningful interventions, as well as liaising with all those who carry out work on his behalf.
• You will monitor and organise the High Commissioner’s workflow, filtering and prioritising demands on his time and attention, ensuring important/urgent work is actioned or delegated appropriately (including in his absence). You will ensure deadlines are kept, commissioning briefing/papers for meetings and booking travel. You will ensure the efficient running of his office, working closely with senior management and the residence manager in Cape Town and Pretoria, respectively. You will oversee key products to enable the Mission to operate more effectively, including a Forward Look of forthcoming UKinSA activity.
• You will manage the AO Executive Assistant to the Deputy High Commissioner, ensuring they provide effective support to the Deputy High Commissioner and to the High Commissioner in instances where cover is needed. You will also assist in supporting the Deputy High Commissioner as required.
• This is a challenging but rewarding role at the centre of a high profile and busy team it is an ideal role in which to hone a wide range of skills across the competencies of Grade EO. You will have excellent communication and people skills, which will allow you to develop close working relationships within the High Commission and colleagues across the teams as well as external stakeholders. You will have excellent written and oral communication skills, ensuring requests are processed in a clear and timely manner and decisions are enacted promptly. Through your interactions with all you will be a champion of our values of kindness and respect as a mission (our values statement: “we are a diverse and inclusive workplace where all are respected, trusted, appreciated and empowered”).
• You will be enthusiastic, resilient and flexible with an ability to prioritise tasks and manage the High Commissioner’s diary with a proactive ‘hands on’ approach. This busy, interesting and challenging role will require strong organisational skills and an ability to think ahead and use your initiative. Key to this is Delivering at Pace and Making Effective Decisions.
• You will manage and oversee along with the Chief of Staff the events which the Mission will host for staff throughout the year, chairing an events committee and ensuring all staff feel part of the wider UKinSA network.
• The job will include occasional travel to Cape Town to help with major events the High Commissioner hosts there.
• Some occasional out of office hours work (e.g. attending events at the Residence) will be required and TOIL can be claimed for this.

Resources managed (staff and expenditure):

• 1 member of staff -1xAO

Essential qualifications, skills and experience

• Diary management, computer skills (Microsoft Office), typing and time management skills
• Experience working in an Executive Office
• Previous experience delivering events
• Exceptional organisational skills and attention to detail
• Excellent communication skills and the confidence to chair meetings
• The ability and resilience to manage multiple projects concurrently, meet deadlines and keep stakeholders updated on progress throughout
• A proactive approach and demonstrable ability to show initiative
• A focus on continuous improvement and an active interest in working to simplify processes and improve efficiency

Desirable qualifications, skills and experience

• Line management experience
• Experience working in an overseas mission and knowledge of how the FCDO works