Executive Assistant to The Ambassador – Le3
vor 1 Monat
The successful applicant will be engaged as a locally engaged staff member by the Australian Embassy, Berlin._ _
**About the Department of Foreign Affairs and Trade (DFAT)**
The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas. The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.
**About the Position**
The Executive Assistant to the Ambassador is responsible for the provision of high-level executive, administrative and organisational support to the Ambassador, and other staff as appropriate. This includes managing travel arrangements for the Ambassador and Deputy Ambassador, managing the Ambassador’s diary, maintaining the Contacts Database and organising logistics of official functions. The Executive Assistant may also assist in preparing social media content for the Embassy’s social media platforms.
**The key responsibilities for this position include, but are not limited to**:
- Coordinate the Ambassador’s diary, arrange meetings, lunches and other appointments utilising new and established contacts.
- Provide high level executive, organisational and administrative support to the Ambassador and other officers, liaising with relevant areas within the Embassy managing to the office of the Ambassador.
- Manage official travel arrangements for the Ambassador and Deputy.
- Coordinate and organise logistics of official functions and visits, including program preparation, in consultation with other Embassy staff.
- Prepare draft documentation and correspondence and meet deadlines.
- Develop and maintain excellent relationships with key internal and external stakeholders.
- Coordinate collection and provision of briefing materials.
- Liaise with the Driver to coordinate transport schedule and the Ambassador’s Domestic Staff for event management.
- Acquit the Ambassador’s financial returns, including credit card acquittals and representation returns.
- Ensure all records are capture in the official Electronic Document Records Management System (EDRMS).
- Maintain and update a database of Embassy contacts.
- Provide informal translations of documents in English and German.
**Qualifications/Experience**
- Previous experience providing high-level support to senior executives.
- Strong organisational skills, attention to detail and the ability to work well under pressure and manage competing priorities with limited supervision.
- Strong oral and written English communication skills, including effective negotiation, liaison and consultation skills.
- Strong interpersonal skills and the ability to build and maintain productive working relationships.
- Proficiency and experience with Microsoft Office programs, including Word and Excel; a good working knowledge of information and communication systems and social media platforms is also desirable.
- Written and oral proficiency in German
***
**Selection Criteria**
In your written statements, you must include relevant high-level examples from your experience that support your claims against the role. The word limit is strictly 250 words per response. The panel will not assess responses which exceed the word limit.
A. Effective diary management skills, including the ability to organise events and coordinate travel arrangements.
B. Good prioritisation and organisation skills, with the ability to be flexible and manage multiple priorities.
C. Strong communication skills in English and German, including effective written and oral skills.
D. Ability to develop and support productive working relationships with stakeholders, with excellent interpersonal skills.
E. Ability to undertake a high level of executive administration, maintaining accurate records-keeping and financial returns.
We are looking for an experienced Executive Assistant to the Australian Ambassador.
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