Executive Assistant to the Ambassador – LE3 – DFAT – Berlin

The successful applicant will be engaged as a locally engaged staff member by the Australian Embassy, Berlin.

The Fair Work Act 2009 is not intended to apply to the employment of Locally Engaged Staff (LES) at Australia’s overseas diplomatic and consular missions. The successful candidate’s terms and conditions of employment will be governed by the laws of Germany.

Please be advised that the Australian Embassy, Berlin does not assist with relocation. Any costs associated with taking up the position would be the responsibility of the successful candidate.

About the Department of Foreign Affairs and Trade (DFAT)

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 Assistant to the Ambassador is responsible for the provision of high-level executive, administrative and organisational support to the Ambassador, and other staff as appropriate. This includes managing travel arrangements for the Ambassador and Deputy Ambassador, managing the Ambassador’s diary, maintaining the Contacts Database and organising logistics of official functions. The Executive Assistant may also assist in preparing social media content for the Embassy’s social media platforms.

• Coordinate the Ambassador’s diary, arrange meetings, lunches and other appointments utilising new and established contacts.
• Provide high level executive, organisational and administrative support to the Ambassador and other officers, liaising with relevant areas within the Embassy managing to the office of the Ambassador.
• Manage official travel arrangements for the Ambassador and Deputy.
• Coordinate and organise logistics of official functions and visits, including program preparation, in consultation with other Embassy staff.
• Prepare draft documentation and correspondence and meet deadlines.
• Develop and maintain excellent relationships with key internal and external stakeholders.
• Coordinate collection and provision of briefing materials.
• Liaise with the Driver to coordinate transport schedule and the Ambassador’s Domestic Staff for event management.
• Acquit the Ambassador’s financial returns, including credit card acquittals and representation returns.
• Ensure all records are capture in the official Electronic Document Records Management System (EDRMS).
• Maintain and update a database of Embassy contacts.
• Provide informal translations of documents in English and German.
• Manage procurement of representational tableware, kitchenware and other Ambassador-related office items.
• Maintain the Ambassador’s gifts register.

Qualifications/Experience

• Previous experience providing high-level support to senior executives.
• Strong organisational skills, attention to detail and the ability to work well under pressure and manage competing priorities with limited supervision.
• Strong oral and written English communication skills, including effective negotiation, liaison and consultation skills.
• Strong interpersonal skills and the ability to build and maintain productive working relationships.
• Proficiency and experience with Microsoft Office programs, including Word and Excel; a good working knowledge of information and communication systems and social media platforms is also desirable.
• Written and oral proficiency in English and German

Selection Criteria

Please ensure you provide a response to each of the listed selection criteria below. In your response, 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 to each selection criteria. The panel may not assess incomplete applications or responses which exceed the word limit.

A. Strong communication skills in English and German, including effective written and oral skills.

B. Effective diary management skills, including the ability to organise events and coordinate travel arrangements.

C. Strong organisational skills and the ability to work under pressure and manage priorities.

D. Excellent interpersonal skills, with the ability to develop and support productive working relationships with stakeholders.

E. Ability to undertake a high level of executive administration, maintaining accurate records-keeping and financial returns with excellent attention to detail.

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.

We are looking for an Executive Assistant to the Australian Ambassador in Berlin.