Executive Administration and Events Officer - LE4 - DFAT - London

The successful applicant will be engaged as a locally engaged staff member by the Australian High Commission, London.

Please be advised that the Australian High Commission, London does not provide relocation assistance and any costs associated with taking up the position would be the responsibility of the successful candidate.

About the Department of Foreign Affairs and Trade

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas.

The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

About the Position

The Executive Administration and Events Officer position provides administrative and organisational support to the Australian High Commissioner and Deputy High Commissioner and supports the Visits and Client Services section to cover periods of high demand or staff absence.

The key responsibilities of this position include, but are not limited to:

• Coordinate or support the design, delivery and end-to-end logistics of representational functions, official visits and other Executive events.
• Collaborate with the Executive Events Officer and colleagues in the Policy and Public Diplomacy branch to maintain a calendar of representational events at the High Commission.
• Provide back-up support for the Executive Events Officer, Executive Assistant to the High Commissioner and Executive Assistant to the Deputy High Commissioner.
• Undertake secretariat duties for internal and external meetings, including scheduling, minute taking and preparation of briefings and biographies.
• Schedule appointments, book official travel, support representational activities and handle correspondence and enquiries for the High Commissioner and Deputy High Commissioner.
• Develop, maintain and strengthen relationships, negotiating and liaising with stakeholders, including staff at all levels, members of the public, the diplomatic corps, government agencies and visitors to the chancery.
• Help to manage supplier contracts in line with procurement practices, coordinate and supervise individual contractors, monitoring their performance against agreed KPIs.
• Maintain audit compliance of any information or records handled, including those relating to financial procedures such as reimbursement, expenditure and acquittal.

Required Experience/Skills:

• Experience in event management and general hospitality, such as delivering high-level VIP events.
• Experience providing high-level executive and administrative support.
• Strong organisational skills and attention to detail with the ability to manage competing priorities and meet tight deadlines.
• Strong communication and interpersonal skills with the ability to build and maintain effective working relationships.
• Ability to manage competing stakeholder demands and expectations to deliver effective client services.
• Ability to work collegiately and flexibly as part of a small team to deliver high quality events, meetings and outcomes.
• Ability to work with minimal supervision, apply good judgment and innovation and achieve work objectives in a timely manner.
• Ability to manage and coordinate teams of staff, including hospitality and events staff.
• Understanding of international diplomatic protocol (including British Royal protocol).
• Proficiency in written English with proven accuracy in spelling, punctuation and grammar.
• Ability to undertake research and prepare reports that concisely reflect the salient points.
• Adept with Microsoft Office Suite, including Outlook, Word and Excel.

Security Requirements:

• Australian NV1 security clearance or ability to gain same. Therefore, applicants must hold citizenship of Australia to be considered.

Selection Criteria

In your written statements, you must include relevant high-level examples from your experience that support your claims against the role. The word limit is strictly 250 words per response. The panel will not assess responses which exceed the word limit.

1. Highly developed executive administration and organisational skills, including effective diary management, experience managing travel arrangements and compiling itineraries.
2. Experience in event management from initial planning through to completion, including guest lists, invitation design, event schedules, orders, staff coordination and overall guest experience.
3. Ability to take initiative, manage competing priorities and organise work effectively and efficiently, completing projects and assignments with limited supervision.
4. Effective relationship building and communication skills with the ability to draft correspondence, undertake research and prepare reports for senior stakeholders.
5. Strong IT skills, including the ability to maintain accurate records and manage confidential information in a sensitive manner.

The Human Resources Section based in the Australian High Commission, London is responsible for managing all recruitment processes across the European region. To apply, please use the 'Apply' button below. Please direct any other queries to recruitment.london@dfat.gov.au.

We are committed to providing an inclusive and diverse workplace where all employees are valued. We appreciate the experiences, skills and perspectives of all individuals. We actively encourage applications from people from diverse backgrounds who share our values.