Executive Assistant to the High Commissioner

Job Description

The British High Commission (BHC) in Malta is part of a worldwide network, representing British political, economic, and consular interests overseas and is now looking for an Executive Assistant to High Commissioner. They are looking to recruit an Executive Assistant to the High Commissioner to join their team on a full-time basis.

Job Role:
The main purpose of the job working within the office of the High Commissioner, and reporting directly to her, the PA to the High Commissioner provides an interface between staff and external contacts.  The PA will ensure the smooth functioning of the office of the High Commissioner including diary management and management of logistics for events, meetings, and visits.

Roles and responsibilities:

• Manage High Commissioner’s office: respond to telephone and email inquiries, welcome visitors, liaise with colleagues to organize meetings, manage IT and stationery, and ensure expenditure is paid promptly and recorded.
• Manage the High Commissioner’s diary - organize her official and social programme, make appointments, set up meetings, and respond to invitations. Ad hoc diary support to Deputy High Commissioner.
• Coordinate official visit programmes, booking travel, accommodation, and appointments
• Manage the High Commissioner’s correspondence – ensuring incoming and outgoing correspondence is dealt with in a professional and timely manner, drafting replies.
• Events. Organise events hosted by the High Commissioner – in partnership with the Residence and Events Manager - manage databases, and issue invitations. Coordinate invitations for a major annual event.
• Briefing. Coordinate briefing with the Political team to ensure this reaches the HC in good time.
• Wider Team Support. Support the wider team by organizing visits, meetings, and minute-taking for meetings as agreed with the HC/DHC, including quarterly corporate board meetings.

Essential Qualifications, Skills, and Experience:

• Professional PA/Secretarial experience directly relevant to the key duties described above;
• Proficiency in  English ( written and spoken, minimum C1 Level for CEFR framework);
• Strong IT skills including Microsoft Office (Outlook, Word, Excel, Powerpoint).
• Excellent all-round communication skills to manage customer expectations and deliver difficult messages
• Ability to work well in a team and independently.
• Strong problem-solving skills using own judgment.

Desirable Qualifications, Skills, and Experience:

• Knowledge of UK, Maltese, and EU affairs and the workings of the UK and Maltese governments
• Maltese Language.

Required Behaviours:

• Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, and Working Together.

Application deadline:

• 26 March 2023

Grade:

• Administrative Officer (AO)

Type of Position:

• Full-time, Fixed term, with the possibility of renewal.

Working hours:

• 35 hours per week  

Region:

• Europe, Eastern Europe & Central Asia

Country/Territory:

• Malta

Salary:

• €2012.51 Gross Salary

Start Date:

• 2nd of May, 2023

Other Benefits and Conditions of Employment:
This is a full-time 12-monthly contract with the possibility of an extension. The successful candidate will be subject to confirmation of a background check and security clearance.

All applicants should have the right to live and work in Malta. The British High Commission does not sponsor work permits.

Staff recruited locally by the British High Commission in Malta are subject to Terms and Conditions of Service according to local Maltese employment law.

Visa/Passport requirements:
Candidates must currently hold the independent right to live and work in Malta and be prepared to ensure that right remains throughout the scope of the contract. The successful candidate will be subject to professional background and security clearance.

Additional information:
When completing the motivation field please make sure you present clearly and concisely why are you applying for the position. We advise you to allow enough time to complete and submit your full application since only applications completed and submitted before the deadline will be considered. Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”. FCDO does not pay for travel-related expenses incurred in interviews (including Security Checks) or accept any financial risk, including cancelation or rescheduling costs. The FCDO will not meet the costs connected with relocation if offered a position.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

Job Reference Number: MLT23.148

British High Commission:
The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organizational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status, or other categories protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.