Executive Assistant to the WTO Ambassador - LE3 - Geneva

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

Under general direction, the Executive Assistant provides high-level executive, administrative and organisational support to the WTO Ambassador. The position is responsible for supporting the Ambassador to execute Australia’s agenda at the World Trade Organisation (WTO) and other international economic organisations.

Key responsibilities of the position include but are not limited to:

• Manage the Ambassador’s office, provide high-level administrative support and maintain the Ambassador’s program of appointments, including travel arrangements.
• Develop and maintain internal and external networks and relationships with key stakeholders, often on behalf of the Ambassador.
• Provide administrative and logistical support for visits programs/official visits.
• Coordinate and manage official representation functions, including coordination of staff at the official residence.
• Prepare administrative documents and support budget management, including acquittals for the Ambassador, and maintain detailed and auditable records.
• Coordinate correspondence and briefing requests with stakeholders for Ambassador level meetings.
• Provide back-up support to other administrative staff when required, including the executive assistant to the Deputy Ambassador, travel arrangements and general research/enquires.

Required Qualifications/Experience

• Previous experience providing high-level support to senior management.
• Excellent organisational skills, attention to detail and the ability to work under pressure and manage priorities with limited supervision.
• Strong oral and written English communication skills. Proficiency in French is highly desirable.
• Strong interpersonal skills, including an ability to liaise, negotiate and consult with internal and external stakeholders and the ability to build productive working relationships, including in intercultural settings.
• Strong capacity to exercise discretion, and sound judgement.
• Proficiency and experience with Microsoft Office programs, including Outlook, Teams, Word and Excel.
• Knowledge of, or an ability to quickly acquire a knowledge of Australian Government legislation or departmental policy and guidelines in relation to the position duties.

Security Requirements

• Australian NV1 security clearance or ability to gain the same. Therefore, applicants must hold citizenship of Australia, New Zealand, USA, UK or Canada to be considered.
• Please note that candidates who hold citizenship or dual citizenship of Switzerland are not eligible for an Australian Security Clearance.

Selection Criteria

Please provide a 400-word pitch that addresses the following selection criteria. Please include succinct, high-level relevant examples that support your claims against the role. The panel may not assess responses which exceed the word limit.

A. Highly developed executive administration and organisational skills, in a high-volume environment, including effective diary management, experience managing travel arrangements and compiling itineraries.

B. Highly developed oral and written communication skills, including a proven ability to draft correspondence, undertake research and prepare reports.

C. Proven ability to undertake financial management activities, including budgeting, completing expenditure acquittals, reimbursement processing and maintaining auditable records.

D. Ability to take initiative, manage competing priorities and organise work effectively and efficiently and to complete projects and assignments with limited supervision.

E. Proven ability to build strong relationships across an organisation, demonstrating the ability to coordinate and provide sound advice on areas of expertise, maintaining professionalism and discretion.

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 click here . For any questions, please send an Write an email.

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 .