Executive Assistant to Minister Defence (Director USA)

Job Category  

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

Job Subcategory  

MOD (Ministry of Defence)

Job Description (Roles and Responsibilities)  

Main Purpose of Job:

The British Government’s Embassy in Washington DC has an exciting opportunity for a highly motivated and organised person to join the British Defence Staff United States (BDSUS) as the Executive Assistant to the Minister for Defence (Director USA). This opportunity is a rewarding role which supports and further develops the special relationship between the UK and the US, supporting work at the forefront of international diplomacy to make a real difference globally.

The US Network offers a unique career enhancing opportunity and is committed to supporting its staff through a variety of benefits including generous leave, insurance packages and a highly competitive 401k programme.  It also promotes a culture of flexibility which enables people to better maintain wellness through an excellent work/life balance approach that encompasses hybrid working, including working from home and flexible hours, where possible.  In this role you would be working in a diverse international environment side-by-side with UK diplomats, armed forces personnel and other country-based staff operating across the British Government’s network of Consulates and Government Offices in the United States. This network provides a platform for approximately 30 Government departments and agencies to conduct their work in the United States and is made up of over 900 staff with a rich and diverse background, skill sets, and experiences.

This is a chance to directly contribute to the way in which both Governments collaborate and negotiate on BDSUS’ key priorities. Working to the Private Secretary, the Executive Assistant provides high-level administrative support to the Minister for Defence. You will be responsible for all administrative tasks for the Minister, including managing their schedule, travel arrangements, expenses and financial administration and event support.

The ideal candidate will be a team player with effective communication, good attention to detail and able to work to tight deadlines. This position requires extensive stakeholder management and therefore the ability to create, manage and develop relationships is crucial. A keen interest in Defence and International Security policy is essential along with experience in a similar role preferred.

Roles and Responsibilities:

• Provide administrative support, including managing schedules, arranging travel, expense processing, report writing and maintaining client and project databases.
• Support for Ministry of Defence and Embassy events to foster Defence opportunities and relationships for the UK, requiring occasional out of hours work.
• Consult with stakeholders to support on the coordination of events (both in person and virtual).
• Arrange client meetings, support on the preparation of meeting briefs and attend meetings as required.
• Assist with reporting on team management targets and support the Minister on relationship management needs.
• Support high-profile visits, including UK Ministerial and VIP delegations through scheduling high-level meetings and organising activities.
• Support forging relationships with key US government officials, think tanks, congressional teams and other key partners.
• Support cross-team projects that advance the UK-US Defence relationship.
• Work with the wider Support Officer/Executive Assistant network to improve coherence between offices.
• Any other duties as assigned.

Resources managed (staff and expenditure):

• Tracking of the Defence Minister budget and spending.

Essential qualifications, skills and experience  

• Excellent time management skills with a proven ability to meet deadlines.
• Strong interpersonal skills, including the ability to be professional, confident, and able to deal with interlocutors at senior level
• Team player
• Excellent organisation skills, ability to multi-task and attention to detail
• Excellent verbal and written communication skills
• Interest and familiarity with Defence policy and the UK-US defence relationship.
• Able to get gain the necessary security clearance required (we will support your application for this).
• Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work. • A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defence Staff (BDS) outposts accept A or NATO visas
• Flexibility to work a varied schedule.

Desirable qualifications, skills and experience  

• Experience working in a government or embassy environment.
• Previous experience in a similar administrative coordination role.

Required behaviours  

Seeing the Big Picture, Delivering at Pace, Working Together

Application deadline  

1 October 2023

Grade  

Administrative Officer (AO)

Type of Position  

Full-time, Permanent

Working hours per week  

40

Region  

Americas, Caribbean & Overseas Territories

Country/Territory  

United States

Location (City)  

Washington

Type of Post  

British Embassy

Number of vacancies  

1

Salary Currency  

USD

Salary  

$22.69/hr

Start Date  

19 November 2023

Other benefits and conditions of employment  

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.).

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.).

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.

Working Patterns:

Requires standard working pattern of 40 hours.

If it supports the Minister, we are able to accommodate a varied working pattern. Work will be required outside of standard office hours to support engagements.

Regular contact with colleagues in different time zones.

The British Embassy and its US Network embraces hybrid working. Although this role requires regular office attendance, there is the option to work from home on occasions. We are an organization that also recognises the critical value of teamwork, and we embrace and endorse collaboration by ensuring that all staff attend the office flexibly yet regularly. 

Additional information  

Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.

Internal candidates must inform their supervisor before they apply to a different position.

Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.

The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, gender identity, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.