View Vacancy – SRR – Executive Assistant to the Deputy Head of Mission (EO)

The British Embassy Riyadh has a vacancy for Executive Assistant to the Deputy Head of Mission, job grade Executive Officer (EO), on a fixed term contract for one (1) year with a possibility of renewal.

The jobholder will provide senior executive assistance to the Deputy of Head Mission (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 Executive Assistant will also be required to provide project support to meet wider operational needs. 

Duties and responsibilities:

– Executive Assistance

• Proactively manage the DHM’s schedule, diary, and travel arrangements, coordinating with the Executive Assistant to HM Ambassador (EA to HMA) 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 arrival into the Embassy and arranging refreshments for meetings as required.
• Support DHM in the planning and organisation of diplomatic events (i.e., 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 Saudi Arabia Network to help the DHM keep their ‘finger on the pulse’ and shape their engagement across the Network.

– Chancery support

• Work with the EA to HMA 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. Track spending, agree on forward entertainment expenditure plans with teams, and seek 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 (i.e., joining the Green Committee or Staff Wellbeing and Inclusion Committee).
• Provide leave cover for the EA to HMA as required.

– Project support

• Lead a range of project research, analysis, reporting, implementation, and administrative activities to support the development and delivery of projects in line with project plans and initiatives
• Planning and delivery of the King’s Birthday Party (KBP).

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future and this would be at the discretion of the line manager or head of section. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis.

Key behaviours required:

• Changing and Improving – Seek out opportunities to create effective change and suggest innovative ideas for improvement. Review ways of working, including seeking and providing feedback.
• Making Effective Decisions – Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications, and risks of decisions.
• 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.

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 successful candidate must already have the right to work and reside in Saudi (iqama).
• The successful candidate will be required to transfer their visa under the Embassy’s sponsorship.

• 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.