Executive Assistant to the High Commissioner

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About the Organization

The Foreign, Commonwealth and Development Office, or Foreign Office is the ministry of foreign affairs and a ministerial department of the government of the United Kingdom.

The office was created on 2 September 2020 through the merger of the Foreign and Commonwealth Office (FCO) and the Department for International Development (DFID). The FCO was itself created in 1968 by the merger of the Foreign Office (FO) and the Commonwealth Office. The department is responsible for representing and promoting British interests worldwide.

Job Description

This is a unique opportunity for a highly efficient, proactive, and ambitious individual to play a central role in the High Commissioner’s Private Office. The Executive Assistant (EA) directly supports the High Commissioner (HC) in almost all aspects of their leadership across the UK’s largest overseas network. This high-profile role demands discretion, trust, and attention to detail. It is integral to helping the High Commissioner and the UK in India network deliver on the UK-India relationship.

Diary Management & Strategic Prioritisation

At the heart of UK-India operations, the EA manages a high volume of requests for the HC’s time. Working closely with internal teams, the EA provides accurate handling advice and proactively manages the HC’s diary to avoid conflicts to ensure the HC’s time is spent as efficiently and effectively as possible. A top-level understanding of UK-India policy priorities is essential. The EA should be able to spot connections, suggest prioritisation, and balance competing demands while keeping stakeholders informed and satisfied.

Stakeholder Engagement & Communication

The EA maintains a wide network of internal and external contacts, including senior business leaders, government officials, and Heads of Mission. Therefore, it is essential the HC’s EA is kind, approachable, and professional; able to deliver clear and sometimes difficult messages with tact; discreet and diplomatic.

Internally and to colleagues within the UK in India network, the EA should  display kindness in every interaction. The EA will often need to convey decisions that may not align with others’ expectations while maintaining positive relationships across the India Network.

Teamwork & Leadership

The EA is a key member of a fast-paced Private Office team that handles hundreds of requests and competing priorities. The successful candidate will work closely with the HC’s Private Secretary to ensure optimal use of the HC’s time. We are looking for someone who is confident making independent decisions and providing direction, including at times to senior colleagues. The EA should embody Private Office values of kindness, supportiveness, and open communication.

As a line manager to four direct reports (who in turn lead teams of 16), the EA should lead with empathy, empower others, and support the team through change and challenges. The EA also acts as cover for the Private Secretary during periods of leave.

This is a demanding, fast-paced, and rewarding position. The successful candidate will be involved in high-profile visits, senior-level meetings, and major events. It’s an ideal role for someone ready to take on significant responsibility and make a meaningful impact on one of the UK’s most important international relationships.

Job Responsibilities

The UK in India Network is the UK’s largest overseas diplomatic network, with over 800 colleagues across 10 locations. This role sits at the heart of it all. Communication, teamwork and true are essential to ensure a clear and efficient flow of information between the High Commissioner and teams across India.

The Executive Assistant to the High Commissioner is expected to:

Overall Responsibilities

• Strategically Diary Management: reviewing all meeting requests and invitations, and advising on prioritisation. Delegate appropriately to the Senior Leadership Team and other colleagues where needed.
• Contact Management: Engage with a wide range of internal and external stakeholders to schedule meetings and maintain effective communication flows. Responsible for guest list management for HC events, proactively suggesting attendees.
• Coordinate the High Commissioner’s regional travel, including programme planning, briefing commissioning, and securing protocol and security clearances from the Ministry of External Affairs.
• Budget Management: Manage and forecast the HC’s travel budget. Work with Residence Manage to manage and forecast the Residence Budget.
• Line manage four direct reports: 2 High Commission Drivers, 1 Residence Manager, and 1 EA to the Deputy High Commissioner.
• Provide cover for the Deputy High Commissioner’s EA and the High Commissioner’s Private Secretary during periods of leave.
• Support major events, including the annual King’s Birthday Party and Investiture Ceremonies.

Day-to-Day Tasks

• Monitor and manage the Private Office shared mailbox, ensuring timely action or delegation of incoming correspondence.
• Review and respond to incoming invitations in a polite, timely and efficient manner.
• Commission and coordinate briefing materials for meetings, ensuring they are timely, coordinated across the network and tailored to the HC’s preferences
• Liaise regularly with the High Commissioner’s Residence Team to ensure alignment on events, meetings, and activities.
• Act as Secretariat for the weekly Network-wide ‘Monday Morning Meeting’, managing the agenda and tracking actions.
• Oversee official expenditure, ensuring timely processing of expense claims via the FCDO’s online platform.
• Maintain discretion and professionalism in all interactions, representing the High Commissioner’s office with integrity.

Education Qualification/Required Skills & Experience

• 2+ years’ experience as an executive/personal assistant, private office, office management, in a diplomatic mission or an events or project management role
• Minimum graduate degree in relevant domain
• Exposure to the work in an international setting – either in an international company or a diplomatic setting
• Strong management, leadership, interpersonal and communication skills
• Willingness to work with flexibility, including occasionally on evenings or weekends
• Experience of budget planning and accounting
• Keen attention to detail and discretion
• Language requirements:
• Language: English, Hindi
• Level of language required: Fluent.
• Desirable qualifications, skills and experience 

Desirable:  

• Experience working internationally, either overseas, for an international company or in a diplomatic setting
• Skilled at working within a team-oriented, collaborative environment. Able to work effectively to support colleagues, both individually and in teams. Able to effectively prioritise and a proven ability to work under pressure with limited supervision.
• Proficiency in Microsoft Word, Outlook and Excel. IT proficient

For more information please check the Link

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