Private Office Assistant

VACANCY NOTICE

 

POST:  Chicago

 

JOB TITLE:  Private Office Assistant

 

Published date:   18 August 2006

 

Closing date:   05 September 2006

 

Applications are invited for the position of Private Office Assistant in the Private Office of the British Consulate General Chicago. The Consulate General covers 13 states, as part of the British Government's network of official representation across the Midwest.

 

Job Summary

To provide full personal assistant support for the Deputy Consul General (DCG) as part of the Consulate-General’s Private Office, reporting to the Executive Assistant to the Consul General (CG).  To support the Vice Consul (VC) in the protection of distressed British Nationals, including but not limited to such areas as death, illness and imprisonment. Essential duties and responsibilities

· To be first point of contact for the Deputy Consul General & manage Deputy Consul General's diary.  Be a point of contact for visitors and phone calls. Screen phone calls and deal with enquiries for Consul General and Deputy Consul General.

· To research subjects directed by the Deputy Consul General and Consul General, using all available information resources, in order to prepare briefings and plan Deputy Consul General’s visit programmes.

· To be the lead for the Private Office in co-ordinating an office wide movements/visitors diary.

· Assist Consul General’s Executive Assistant in providing clerical & administrative support in the Private Office, including handling routine correspondence. 

· Plan entertainment & functions for the Deputy Consul General.  Write and send out official invitations for events hosted by the Consul General and Deputy Consul General, co-ordinate responses and prepare guest lists.

· Provide cover for the Consul General’s Executive Assistant while they are away from the office.

· Assist Vice Consul in providing consular services to Distressed British Nationals. Provide clerical and administrative support, including handling routine correspondence, planning prison visits and organising duty officer roster. Cover Consular work in absence of Vice Consul, Deputy Consul General or Pro Consul which will include managing customers on a one to one basis.

 Skills and Experience

The following skills and experience are essential to this position:

· Experience working in a busy office environment is essential.  Must be used to dealing with people in senior positions.

· Ability to carry out research using the Internet or any other source of information available.

· Excellent organizational and communication skills (oral and written).

· Ability to prioritize tasks, to take the initiative and to work without supervision, as well as thinking ahead and taking pre-emptive steps to prevent problems when necessary.

· Ability to work fast and accurately under pressure and meet deadlines without fail.

· Computer literacy: Advanced level in standard Microsoft applications.  A typing speed of 65 wpm and experience with audiotapes.

· Courteous and professional manner, especially when under pressure.

· An understanding and caring attitude when dealing with distressed persons.

 

The Consulate General offers generous leave and a strong benefits package. Appointment is subject to successful completion of reference checks and security clearance. All candidates are presumed to have existing legal status to live and work in the United States.

 

Interested and qualified applicants should send their cover letter and CV/Resume to Nina Sanderson, at Chicago.Jobs@fco.gov.uk , or fax to 312 970 3812, by Tuesday 05 September. Current staff members should submit their resumes through their line managers or department heads.