SRR - Executive Assistant (EO)

Job Description

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require. Job Category Foreign, Commonwealth and Development Office (Policy & Political roles) Job Subcategory Chancery Job Description (Roles and Responsibilities) The British Embassy Riyadh has a vacancy for an Executive Assistant to His Majesty’s Ambassador (HMA) and Deputy Head of Mission (DHM), job grade Executive Officer (EO), on a fixed term contract of one (1) year with possibility of renewal. The Executive Assistant will provide comprehensive support to enable the HMA and DHM to operate at maximum effectiveness. This includes managing complex diaries to optimise the use of their time and ensuring the timely and effective flow of information from across the Embassy such as briefings, reports, and internal updates. The role also involves maintaining robust planning and coordination systems, and delivering high-quality organisational, events, logistical, and administrative support to the HMA and DHM. Duties and responsibilities: Proactively manage the schedules, diaries and travel arrangements of HMA and DHM, anticipating pressures and competing priorities and coordinating closely with Chief of Staff, the Residence Manager and relevant teams to balance commitments effectively.Provide high‑quality executive support for HMA and DHM’s meetings, including: timely preparation and circulation of agendas, collation, commissioning (where required) and quality assurance of briefs and reading material, accurate recording of meeting notes/minutes and systematic follow‑up of agreed actions.Proactively manage the schedule of regular internal and Network meetings (e.g. daily morning meetings, Senior Leadership Team lunches, Quarterly Country Board meetings), ensuring: meeting rooms are booked and appropriately set up, IT and VC facilities are functioning, key participants are confirmed and briefed, dates are adjusted as required to avoid clashes with travel or senior priorities.Establish and maintain productive working relationships with all departments across the UK Government’s Saudi Arabia Network, supporting effective engagement with HMA and DHM and ensuring Chancery procedures are followed when requesting senior time.Build strong relationships with a wide range of external contacts in Saudi Arabia, particularly with key interlocutors, to enable effective coordination of engagements and visits.Meet and greet visitors of all seniority, ensuring smooth access to the Embassy and arranging refreshments and hospitality for meetings as required.Support HMA and DHM in the planning and delivery of diplomatic and representational events (e.g. working lunches, dinners and receptions), including issuing invitations, managing RSVPs, and liaising closely with the Residence and Events teams to ensure events meet Embassy objectives and protocol standards.Develop and maintain strong links across the KSA Network to help HMA and DHM keep abreast of key developments and shape engagement priorities.Act as a trusted ‘barometer’ for organisational issues and emerging risks, maintaining awareness of developments across Post and flagging relevant sensitivities or opportunities to HMA and DHM.Chancery, governance and network coordination support Coordinate and communicate the Embassy’s routine governance and Networks meeting calendar, including Quarterly Country Board, Post Management Board, Town Hall meetings, SLT and Post Security and Crisis Committee meetingsAct as Secretariat for designated boards and committees (including the Post Management Board and Town Halls), ensuring strong governance discipline through forward planning and scheduling, preparation and advance circulation of agendas, collation and quality assurance of meeting papers and presentations, chasing attendance and contributions, taking minutes, recording decisions and actions and following up to completion.Maintain and manage key documents, registers, diaries, trackers and databases that enable the Chancery and wider KSA Network to function effectively and deliver the Country Business Plan (CBP).Maintain an up‑to‑date KSA Network “forward look” calendar of major events, inward and outbound senior visits and key milestones, providing a regular overview (e.g. weekly) and proactively identifying and resolving diary conflicts.Draft and send VIP invitations and support high‑profile events and visits at the Residence, working closely with relevant teams.Support VIP visits more broadly, including administrative coordination, meeting bookings and logistics.Support corporate communications on behalf of HMA and DHM, including commissioning, editing and quality assuring drafts, disseminating all staff messages, and producing presentations for corporate and staff meetings.Liaise with UK Visas and Immigration (UKVI) colleagues often at short notice and to tight deadlines on visa applications relating to high level contacts with UK interests.Coordinate monthly checks of consular stocks and corporate processes, working with the relevant counterparts to ensure continuity, compliance and audit readiness.Provide wider support to Chancery colleagues as required and contribute to at least one corporate objective for the wider Embassy (for example, People’s committee, KBP committee or Health and Safety committee).Budget, resources and financial oversight Work closely with Corporate Services to forecast expenditure and manage budgets associated with senior travel, business hospitality and representational activity, supporting effective financial oversight and audit processes.Manage and track entertainment and representational spend, agree forward expenditure plans with teams, and seek DHM approval where required to ensure final outturn remains within allocated budgets.Approve requisitions and transactions using Government Procurement Cards (GPC) and/or Corporate Credit Cards (CCC) in line with delegated authority and Embassy financial controls, using the relevant Oracle based finance and procurement systems (e.g. HERA).Line management and people responsibilities Co-ordinate Ambassador’s drivers, ensuring delivery of a safe, reliable and professional service at all timesWhere assigned, line manage events related staff (e.g. Events Manager / Deputy Residence Manager), setting clear objectives, overseeing delivery to agreed standards, and ensuring activity aligns with Embassy priorities, representational objectives and governance requirements.Project support and corporate delivery Lead and support a range of project activities, including research, analysis, reporting, implementation and administrative coordination, to support delivery of Embassy and Network priorities.Lead or coordinate planning and delivery of major corporate and representational activities as required, including the King’s Birthday Party.Flexibility, cover and crisis response Provide leave cover for Chief of Staff to ensure continuity of critical support.Be flexible and responsive to changing priorities, undertaking ad hoc tasks as required.Participate in the Embassy’s emergency planning and response arrangements and support any crisis affecting UK citizens.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: Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.Communicating and Influencing - Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others. Essential qualifications, skills and experience 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 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.Initiativ