View Vacancy – Personal Assistant to the Consul-General /Business and Trade Team Assistant (DEU24.138)

The British Government in Germany is based at the British Embassy in Berlin and our consulates in Düsseldorf and Munich. We are part of a worldwide network, representing British political, economic and consular interests overseas. Currently, we’re looking for a Personal Assistant to the Consul-General / Business and Trade Team Assistant for the British Consulate General in Munich.
This is a fixed-term 2 year contract with the possibility of a permanent contract subject to performance and funding.
This is a key role working at the centre of one of the Germany Network’s biggest teams, with around 40 Department of Business and Trade (DBT) staff based at the Embassy in Berlin and the Consulates-General in Düsseldorf and Munich. 

As personal assistant to the Consul-General in Munich, the jobholder will be responsible for the coordination of the Consul-General’s diary as well as organisation of the Consul-General’s programme and briefing. They will help ensure the smooth running of the Consulate-General in Munich and the wider DBT Germany team, supporting team activities, projects and senior visits. The jobholder will be required to develop effective relationships with a wide and diverse selection of colleagues from across the Germany Network and DBT as well as with key external stakeholders. 

Roles and responsibilities:

PA Consul General Munich (60%) 

• To manage the Consul-General’s diary, including scheduling of all internal and external meetings and appointments;
• To organise events hosted at the Consul-General’s residence;
• To coordinate the preparation of briefing papers and presentations for the Consul-General’s external meetings and speaking engagements in close cooperation with team members based across Germany and Europe;
• To organise visit programmes and make transport arrangements for the Consul-General in Germany and in the UK as well as for other incoming VIP and senior visitors;
• To manage English and German written correspondence and telephone enquiries;
• To provide administrative support to the Consul-General;
• To set up team meetings and video conferences;
• To manage the Consul-General’s expenses and travel budget;
• To provide general office management for the  Consulate team in Munich;
• Leave cover for other DBT Germany PAs;

Department of Business & Trade (DBT) Team Assistant (40%)

• To provide administrative support to the wider DBT Germany team, including setting up meetings, drafting and circulating meeting agendas and recording minutes, coordinating attendance at Germany network meetings and supporting the organisation of DBT events such as away days;
• To coordinate DBT Ministerial and senior visits, coordinating programmes and briefings with relevant teams in The Germany Network and the UK and  ensuring the smooth running of logistics;
• To support internal DBT Senior Management engagement. For example, setting up regular meetings between Senior Management and policy teams, and coordinating Senior Management representation at key events and meetings;
• To support DBT recruitment;
• Ownership of key internal documents (e.g. Organogram);
• To support DBT Germany with information management including management of the DBT Germany Teams Channel;
• To support DBT Germany contributions to the DBT Europe Network For example, collating the weekly DBT Europe activity summary “Weekly Digest”;
• Procurement support: ordering business cards, signage, stationery etc.;
• Any other duties that may reasonably be required in support of the wider work of the Consulate-General and DBT, including crisis work.

• Proficient German and English language skills (written and spoken, minimum level required C1 under the CEFRL or equivalent*) are required;
• Proven experience in a similar role, i.e. administration and supporting a senior leader;
• Strong organisational skills;
• Excellent time management and prioritisation skills;
• The ability to respond flexibly to competing demands;
• Excellent communication skills for working with a wide and diverse selection of colleagues and external stakeholders;
• Resourcefulness and strong research skills with the ability to act on own initiative to find creative solutions to problems;
• Expert user of applications such as Word, PowerPoint and Excel;
• Have an interest in business, economics and/or supporting the UK-German bilateral relationship;
• Keen to work within an international setting and a good team player;
• Drive and enthusiasm, combined with the ability to deliver, working as part of a team;
• Happy to engage in a wide range of tasks;