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Executive Assistant - Five Eyes Air Force Interoperability Council

British Embassy
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The FVEY Air Force Interoperability Council (AFIC) is an organisation mandated to maximise interoperability between the Air Forces of Australia, Canada, New Zealand, the United Kingdom, and the United States. The Management Committee (MC), made up of military representatives of each of the member nations, implements the AFIC programme, oversees the AFIC Steering Group (SG), Working Groups (WG) and associated Project Groups (PG), and manages the publication library of five-nation agreements.

The Executive Assistant to the AFIC MC provides Administrative and Secretarial Support as specified below under “Roles and responsibilities” to the AFIC MC, based in the Pentagon in Arlington, Virginia.

Duties involve extensive use of office software tools and knowledge management skills to facilitate and run a number of interoperability Working Groups (WG) as directed by the governing board of National Directors. Central to the team, the jobholder will assist the MC in running the AFIC portfolio of meetings and assisting with the development and management of publications within the All-Partners Access Network (APAN) SharePoint site and the US DoD/DoW Non-classified Internet Protocol Router Network (NIPRNet).

 

Roles and responsibilities

1. Provide general administrative and secretarial support to the MC.

  • Help the Chair prepare for MC, Steering Group (SG) and National Director (ND) Meetings and Video Teleconferences (VTC)s and deliver reports according to the AFIC battle-rhythm.
  • Assist MC Chair by maintaining MC actions tracking.
  • Maintain calendars, records and contacts.
  • Support Office annual workflow and miscellaneous tasks (review, manage awards etc).

2. Support WG, SG, and ND Meetings Preparation and Documentation.

  • Draft of agendas, convening orders, minutes, reports and other supporting materials within the specified timeframes laid out in governing documents.
  • After ND and WG Meetings draft minutes within agreed timelines.
  • Assist in booking of conference rooms and meeting logistics.

3. Responsible for the management, editing and publishing of AFIC templates, reports, publications and other documents, to ensure version control throughout the draft process.

  • Update templates to reflect current office operations.
  • Format, edit and publish appropriate documents within a week of them being received.

4. Responsible for Information Management of the AFIC Knowledge Management Systems.

  • Manage and maintain the AFIC SharePoint sites to ensure integrity and prevent duplication.
  • Update the website and check for accuracy and consistency between records.
  • Maintain the APAN AFIC website, keeping it consistent with all AFIC reports.
  • Manage and maintain the AFIC ‘P-Drive’ as an archive of all AFIC documents and publications.

5. Responsible for ordering and tracking AFIC promotional materials.

6. Any other tasks as required by the Management Committee, including MC onboarding and Pentagon personnel escorting. Support the US MC representative, as required, to accomplish onboarding/out-processing administrative tasks for arriving team members.

 

Essential qualifications, skills and experience

  • Previous experience in a relevant role.
  • Information management experience preferably Microsoft (MS) SharePoint.
  • Experience of meeting management and reporting.
  • Skilled in use of MS Excel/Word/PowerPoint/Teams and SharePoint.
  • Excellent English written and verbal communication skills, including strong editorial and note-taking skills.
  • Strong organisational skills.
  • Ability to work independently with minimal supervision (due to MC travel).
  • As access to the majority of AFIC information is restricted to members of the AFIC Nations, applicant must meet criteria of being a National of AU, CA, NZ, UK, or US.
  • Excellent stakeholder management skills.
  • Legal status to live and work in the US in your own right, from time of application.
  • Must be able to obtain Secret level clearance: Applicants must be able to pass the appropriate UK-issued clearance level prior to taking up the role if not already in receipt.
     

Desirable qualifications, skills and experience

  • Experience of working with Government and/or Military agencies either in UK/US or other FVEY Nation.

 

Other benefits and conditions of employment

Under US State Department requirements, the UK Government in the US has restrictions on the type of visas our non-diplomatic staff may hold. If you are not a US Citizen or a US Permanent Resident, or the dependent of a diplomat (with an EAD card), you may not be eligible for employment with the UK government. We cannot accept student Visas (J1, F or M) nor other forms of work Visas (I, H, P). If you hold a work visa it is best to check on your eligibility to work for a foreign government before applying for a position.

You may refer to our website for additional information: https://www.gov.uk/guidance/living-in-the-usa.

All selected candidates are subject to background checks and will require a security clearance prior to starting work.

The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance.

 

Learning and Development Opportunities

  • The British Embassy and its US Network is committed to all employee’s ongoing learning and development needs. We offer a comprehensive platform for personalised learning for everything from soft skill development (communicating with impact, handling difficult conversations, time management) to more technical or professional skills necessary to complete your job (software training, formal qualifications etc.).
  • US DoD/DoW cyber security training required after recruitment.
  • The AFIC Management Committee fully supports learning and development opportunities for future professional development.
  • Other DoD/DoW & HMG directed in-person or online training, as required.
     

Working patterns

Requires standard working pattern of 0800-1600 Mon-Fri. However, we are able to be flexible, upon request (subject to business need).

Please note that this role is in-person, with limited opportunities for home working, where the successful candidate will need to attend the office in Arlington, VA regularly.

The role is full-time and 40 hours a week.

IT equipment will be provided to enable approved home working.

Occasional travel and out-of-hours work may be required. In such cases, schedules will be adjusted as appropriate.

Domestic and International travel opportunities associated with post based around rotation of WG and ND meeting activity around FVEYs countries. This will be paid for from within the AFIC budget.
 

The deadline for applications is 23:55 ET on 23 October 2025.

 

Job Category

Other British Government Departments (Partners across Government, including UK Visas)

 

Job Subcategory

MOD (Ministry of Defence)

 

Required behaviours

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

 

Grade

Executive Officer (EO)
 

Type of Position

Full-time, Permanent
 

Working hours per week

40

 

Region

Americas, Caribbean & Overseas Territories

 

Country/Territory

United States

 

Type of Post

Military Outpost

 

Number of vacancies

1
 

Annual Salary

USD $66,497

 

Start Date

5 January 2026