Job Opportunity for Executive Assistant to The British Deputy High Commissioner at British High Commission in India in Kolkata

Job Category : Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory:  Private Office

Job Description (Roles and Responsibilities) 

Note: All applicants are required to mandatorily fill the complete online application form including the employment and educational details, experience-based segment and the behaviours and technical/ professional skills-based questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.’

Main purpose of job:

Manage the office the Deputy High Commissioner and his official residence. Ensure that his calendar / diary is managed efficiently, including all his travel arrangements and appearances at representational functions.

•    Provide support, guidance and line managerial oversight of all residence staff.

•    Lead on planning and delivery of official events at the Residence and Deputy High Commission.

•    Add value across the platform by providing general support whenever possible.   

Roles and responsibilities / what will the jobholder be expected to achieve?:

Personal Assistant to the Deputy High Commissioner: (50%)

• Manage the Deputy High Commissioner’s (DHC) schedule, setting up meetings and ensure that his diary is kept up to date.
• Manage DHC’s travel plans. Ensure that all permissions are sought, and permits are secured. Make sure that all Sea, Air and land travel arrangements are made efficiently.
• Provide general administrative support to DHC and DHM including managing correspondence and invitations to representational events. 

Residence Management: (20%)

• Ensure the successful daily operation of the Deputy High Commissioner’s official residence in line with FCDO policy.
• Provide leadership and support to the residence staff including performing all line managerial duties.

Events Management: (30%)

• Work closely with other sections at Post to maximise the use of the residence and office for events.
• Make all arrangements for catering, staffing and other ancillary services at all official events at the residence.
• Co-ordinate guest lists and invitations. Work closely with the receptionist to ensure that invitations are delivered promptly, and RSVP list is managed effectively.
• Attend events to oversee delivery and ensure that any snags are avoided.
• Manage relationship with key suppliers and ensure value for money is attained.     

Language requirements:

Language: English
Level of language required: Advanced.

Learning and development opportunities (and any specific training courses to be completed):

There are a variety of learning and development opportunities available to new recruits. 

Working patterns (If the job is suitable for flexible working patterns, please provide details): 

• Yes, Remote working one or 2 days a week is possible.  

Essential qualifications, skills and experience

Essential on arrival:

Qualifications: Graduate from reputed University.

• Excellent Secretarial skills.
• Previous experience in a similar role.
• Good interpersonal skills. 

Required behaviours

Seeing the Big Picture, Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together

Application deadline:  26 October 2023

Grade: Administrative Officer (AO)
Type of Position: Full-time, Permanent
Working hours per week: 40

Region: South Asia & Afghanistan
Country/Territory: India
Location (City): Kolkata
Type of Post: British Deputy High Commission

Number of vacancies: 1
Salary Currency INR
Salary: INR 53,642 per month plus 12% Provident Fund and 6% Superannuation fund
Start Date: 4 December 2023