SRR - Executive Assistant to the Deputy Head of Mission (EO)

Job Description (Roles and Responsibilities)
The British Embassy Riyadh has a vacancy for an Executive Assistant to the
Deputy Head of Mission (DHM) on a fixed term contract of two (‎2) years, with a
possibility of renewal.
The jobholder will provide senior executive assistance to the DHM and act as
Secretariat for Post Boards and Committees. The Executive Assistant also
ensures the smooth running and management of Chancery (organisational, events,
logistical, and administrative support).
The Embassy also has a vacancy for Chief of Staff and Executive Assistant to
His Majesty's Ambassador. If you would like to be considered for both roles,
please indicate this in your online application and you will not need to
submit two separate applications.

Duties and responsibilities:
* Executive Assistant to DHM
* Proactively manage DHM's schedule, diary, and travel arrangements, coordinating with the Ambassador's Executive Assistant where needed to balance diary commitments.
* Provide executive support for DHM's meetings to include timely preparation of agendas, collation of relevant briefs and reading material, write up of meeting notes and follow up action.
* Proactively manage DHM's schedule of regular meetings (daily morning meetings, Senior Leadership Team lunches, Quarterly Country Board meetings, etc.) to ensure that meeting rooms are booked and set up properly with working IT, key participants are attending, and dates are updated as required to avoid clashes with travel and other commitments.
* Establish productive working relations with all departments within the UK Government's Saudi Arabia Network, supporting their engagement with DHM and ensuring that they follow Chancery procedures on booking meetings, events or other engagements that require DHM time.
* Build productive relationships with a wide range of contacts in Saudi Arabia, particularly with the Executive Assistant teams of DHM's most important external contacts.
* Meet and greet visitors of all seniority, ensuring their smooth entrance into the Embassy, and arranging refreshments for meetings as required.
* Support DHM in the planning and organisation of diplomatic events (for example, working dinners or receptions), issuing invitations and handling RSVPs, and liaising with the Residence and Events teams on planning and management to ensure events meet Embassy objectives.
* Develop and maintain links across the KSA Network to help the DHM keep their finger on the pulse and shape their engagement across the Network.
* Secretariat and Chancery Executive support
* Work with the HMA's Executive Assistant to organise and communicate the Embassy meeting calendar for routine Network meetings, e.g., the Quarterly Country Board, Post Management Board, Gulf Strategy Fund, Town Hall meetings, SLT lunches, Post Security and Crisis Committee meetings.
* Act as Secretariat for the Post Management Board, Town Hall meetings, and other Post boards and committees, preparing and circulating agendas in advance, collating and quality assuring presentations and meeting papers, following up on meeting participation, taking minutes of meetings, and following up on action agreed.
* Maintain and manage key documents, registers, diaries, and databases which help the Chancery and wider KSA Network to function smoothly and deliver the Country Business Plan (CBP) effectively.
* Draft and send VIP invites to high profile events and support high profile visits/ events at the Residence when required.
* Support VIP visits including any administrative and logistical arrangements or meeting bookings required.
* Support corporate communications work on behalf of the DHM, including commissioning drafts, editing and sending messages to all staff, and producing presentations for corporate meetings.
* Liaise with UK Visas and Immigration (UKVI) colleagues on applications received from high-level contacts with UK interests.
* Co-ordinate monthly checks of visa and consular stocks as required.
* Manage Chancery's entertainment budget, tracking spend, agreeing forward entertainment expenditure plans with teams, and seeking DHM approval for higher value spend, ensuring that the final outturn is within ‎95% of the funding allocated.
* Provide wider support to Chancery colleagues as required, and make a corporate objective for the wider Embassy (for example, joining the Green Committee or Staff Wellbeing and Inclusion Committee).
* Provide leave cover for the Executive Assistant to HMA as required.
The above list is not exhaustive and the jobholder will be required to be
flexible and take on other ad hoc tasks as required, including participating
in the Embassy's emergency planning and any other response to a crisis
affecting UK citizens.

Key behaviours required:
* Leadership - Show pride and passion for public service. Create and engage others in delivering a shared vision. Value difference, diversity and inclusion, ensuring fairness and opportunity for all.
* Communicating and Influencing - Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses and opinions of others.
* Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.
* Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
* Delivering at Pace - Taking responsibility for delivering timely and quality results with focus and drive.

Eligibility:
The successful applicant will be required to obtain the necessary security
clearance. Higher clearances can be granted only to certain nationalities. For
this reason, candidates must be of British, American, Australian, Canadian, or
New Zealand nationality in order to gain the level of clearance required for
this role.
The position is available to current holders of valid Saudi residence permits
or transferable iqama. The successful candidate will be asked to transfer
their sponsorship to the British Embassy.
Essential qualifications, skills and experience
* Previous relevant work experience as a Personal/ Executive Assistant to a senior leader in a large organisation or with a government body; or in administration, events planning or other relevant corporate functions, ideally for at least three (‎3) years.
* Excellent English language skills, both written and spoken (at least B1 Level under CEFR or equivalent). Able to express ideas and messages clearly and concisely. Accurate typing and proofreading skills.
* Ability to prioritise own workload and meet deadlines, without compromising the quality of the work.
* Excellent planning and organisational skills. Ability to respond quickly and flexibly to meet multiple and changing priorities.
* A strong team player and able to work collaboratively and effectively with contacts and colleagues.
* Ability to maintain a range of contacts to build effective working relationships. Ability to work closely with senior staff and their contacts.
* Demonstrates courtesy and consideration in dealing with all stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.
* Initiative to solve problems, raise matters of concern, and understand competing priorities. Ability to work rigorously and independently and make judgement calls on when to use own initiative to deal directly with enquiries and seek guidance where necessary.
* Proficiency in Microsoft Office tools, particularly Outlook, Word, Excel, PowerPoint, and Teams.
Required behaviours
Making Effective Decisions, Delivering at Pace, Leadership, Communicating and
Influencing, Working Together
Application deadline Application deadline - day Application deadline - month
Application deadline - year
‎19 February ‎2023
Grade
Executive Officer (EO)
Type of Position
Full-time, Fixed term, with possibility of renewal
Working hours per week
‎35
Region
Middle East & North Africa
Country/Territory
Saudi Arabia
Location (City)
Riyadh
Type of Post
British Embassy
Number of vacancies
‎1
Salary Currency
SAR
Salary
‎11,097.‎26
Start Date Start Date - day Start Date - month Start Date - year
‎2 April ‎2023
Other benefits and conditions of employment
The Embassy aims to offer an attractive working environment and remuneration
package for this role.
Salary details:
* Base Salary including Eid bonus - SAR ‎8,557.‎81
* Housing Allowance - SAR ‎2,139.‎41 (subject to eligibility)
* Travel Allowance - SAR ‎400 (subject to eligibility)
* Total - SAR ‎11,097.‎26
* Allowances are not payable to staff who receive official provision for such expenditure in some other form.
No accommodation nor relocation expenses are payable in connection with this
position.
This position is full-time, based on ‎35 hours per week. Normal working hours
for the Embassy are from ‎08:00 to ‎15:00 from Sunday to Thursday, with core
working hours from ‎10:00-‎15:00. Core working hours is the period of the day
that employees are required to be at work. The working day outside of the core
hours is a flexible period, which allows employees to choose when they work,
subject to operational needs.
The jobholder will be required to be flexible in their approach to hours
worked as these will be dictated by operational needs and may involve working
out of hours (evening/ weekend). Flexible working arrangements may be
considered based on operational requirements and agreement with the line
manager, and in line with FCDO and Embassy policies.
The successful candidate will be subject to a ‎90-day probationary period.
Additional information
How to apply:
Interested candidates must include to their online application form ‎1) an
updated Curriculum Vitae (CV); ‎2) a covering letter/ motivation essay stating
how you meet the requirements of the role; and ‎3) specific examples, in the
relevant sections of the online application form, of how you meet the key
behaviours and skills required.
Applications that do not include this information will not be considered.
The closing date for applications is at ‎23:55 KSA local time on ‎19 February
‎2023.
Applications received after the stated deadline will not be considered.
Due to the large number of applications we receive, only those shortlisted for
the next step in the recruitment process will be contacted.
Appointable candidates who were unsuccessful at interview may be placed on a
'reserve list'. If during the reserve period of six (‎6) months the same or a
largely similar role becomes available, that role may be offered to the second
or subsequent candidate.
The start date mentioned in the advert is an assumed start date and the
successful candidate will be required to undergo security-vetting procedures.
Any offer of employment will be subject to the candidate achieving suitable
clearances, medical clearance and reference checks.

The British Embassy Riyadh is an equal opportunities employer, dedicated to
inclusivity, a diverse workforce and valuing difference. Staff recruited
locally by the British Embassy is subject to Terms and Conditions of Service
according to local Saudi Arabia employment law.
Please be aware that you will only be able to apply to vacancies for Country
Based Staff roles with the British Government through this official tal.net
site (operated by Oleeo). Jobs may be advertised on third party websites,
however our adverts will always link back to the official tal.net site. If you
complete and send an application through any other site, we will not receive
it.