Executive Assistant to the Ambassador and Deputy Ambassador (BEL26-016495)

Executive Assistant to the Ambassador and Deputy Ambassador (BEL26-016495)

FCDO – Foreign, Commonwealth & Development Office

Brussels, Belgium

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require.

Job Category: Foreign, Commonwealth and Development Office (Residence and Support Staff)
Job Subcategory: Private Office

Job Description (Roles and Responsibilities)

This is an exciting opportunity for an experienced Executive Assistant. It will give you direct exposure into the fascinating world of diplomacy, and the opportunity to contribute directly to the strengthening of the UK-Belgium relationship through ensuring the Ambassador (HMA) and Deputy (DHM) are effectively supported.

Who are we?

The British Embassy in Brussels is part of a world-wide network of nearly 270 Diplomatic Posts, representing British political, economic and consular interests overseas. We work to strengthen the relationship between the UK and Belgium and collaborate on a wide range of issues, including security and foreign policy, economic relations, and consular affairs.

Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. We seek to employ a diverse range of candidates who bring their own talents and perspectives to the role. We have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution.

We are now looking for an Executive Assistant to support the British Ambassador and Deputy Ambassador.

Main purpose of the Role:

As Executive Assistant to the British Ambassador (HMA) and Deputy Head of Mission (DHM), you will play a key role in ensuring they are effectively supported and able to focus on delivering the Embassy’s priorities. Excellent organisational skills, sound judgement and a strong eye for detail will be essential.

You will manage busy and evolving diaries, balancing competing demands, coordinating appointments, handling invitations, and ensuring that HMA and DHM are well prepared for engagements. Working in a fast-paced environment, you will need to prioritise effectively, identify risks or sensitivities, solve problems proactively, and exercise judgement on when to act independently and when to escalate issues.

You will also support the organisation of visits, travel and events for HMA and DHM, ranging from small meetings and lunches at the Ambassador’s Residence to larger events and regional visits. Twice a year, you will help coordinate major Embassy’s events: the King’s Birthday Party and the annual Christmas Reception.

Success in this role will depend on your ability to build strong relationships and work collaboratively across the Embassy. You will liaise regularly with senior colleagues and external stakeholders, coordinating arrangements on behalf of HMA and DHM and ensuring a professional and high-quality service at all times. While reporting directly to the Ambassador, you will work closely with colleagues across political, defence, trade and corporate teams.

We are looking for a proactive team player who enjoys working with others and takes pride in delivering excellent support. You will contribute to a positive and inclusive working environment, demonstrating professional behaviours and supporting the Embassy’s culture of collaboration, learning and continuous improvement.

Roles and responsibilities:

Support to the British Ambassador (HMA) and Deputy Ambassador (DHM) to Belgium:

• Organise and manage their time: Oversee and manage HMA/ DHM calendars, ensuring efficient scheduling and prioritisation of engagements;
• Event Coordination: Organise breakfasts, lunches, dinners, receptions, and meetings for HMA/DHM.  Primary liaison for the Embassy with the British Residence, including settling bills and handling invoices;
• Transport Arrangements: Plan and organize cost-effective and efficient transport solutions for HMA/DHM;
• Briefings & Speeches: Commission and coordinate briefing documents and speech notes for events from relevant colleagues;
• Mail & Invitations: Filter and respond to HMA’s mail and invitations. Coordinate with policy teams to recommend acceptance or decline of invitations with justifications. 

Events Management:

• Events Manager: Working with the Residence Manager, support organisation of Embassy-wide events including the annual King’s Birthday Party and Christmas Reception, and other events assigned by HMA or DHM.

Administrative Support:

• Correspondence: Draft, format, and issue correspondence on behalf of HMA/ DHM, including Note Verbales and letters to Ministers, as requested;
• Act as Secretariat for some HMA/DHM chaired meetings.

Participate in wider Mission’s initiatives as required, including engaging in a corporate role.

Essential qualifications, skills and experience

Our Ideal Candidate shows:

• Full professional proficiency in English and either French and/or Dutch (written and spoken, minimum of C1 level for CEFR framework*);
• Minimum two years’ experience as an Executive Assistant, Personal Assistant or Private Office Officer supporting senior executives, including managing complex diaries, appointments and competing priorities;
• Demonstrable experience coordinating meetings, visits, travel or events, including liaising with multiple internal and external stakeholders;
• Excellent organisational skills and a strong attention to detail;
• Proven ability to prioritise, effectively manage and execute multiple and competing tasks within tight deadlines;
• Strong customer service and stakeholder management skills;
• Ability to build positive working relationships and collaborate effectively as part of a team;
• Open and flexible approach;
• Strong IT skills, including confidence in using digital tools and a willingness to embrace new technologies, including AI-enabled tools, to improve efficiency and ways of working;
• Willingness and ability to review, develop and improve existing systems.

Desirable qualifications, skills and experience

Nice to have:

• Experience working in a diplomatic mission, government department, international organisation and/or EU institution;
• Experience in events management;
• Experience in visits and diplomatic protocol.

Required behaviours

Changing and Improving, Communicating and Influencing, Delivering at Pace, Managing a Quality Service.

Application deadline: 21 September 2026
Grade: Administrative Officer (AO)
Type of Position: Full-time, Permanent
Working hours per week: 36.25
Region: Europe, Eastern Europe & Central Asia
Type of Post: British Embassy
Number of vacancies: 1
Salary Currency: EUR
Salary: 4,750.70
Type of Salary: monthly
Start Date: 16 November 2026

Other benefits and conditions of employment

This is a permanent full-time contract for 5 working days (36.25 hours net) per week.

The monthly gross salary for this position is € 4,750.70, Administrative Officer (AO) level. In addition, we offer an extensive salary package, which includes a 13^th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

The starting date will be agreed between the parties.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract. Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Additional information

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR.

Please bear in mind in case you are invited for an interview your language skill is going to be assessed.