PA to the High Commissioner EO

The primary purpose of the role is to provide professional administrative and organisational support to the High Commissioner (HC). The job holder will ensure the efficient management of the High Commissioner’s office, overseeing the diary, correspondence, and acting as a central liaison between the HC and stakeholders both within and outside the British High Commission.

We are looking for a dynamic, self-driven individual capable of managing multiple responsibilities in a fast-paced, high-profile diplomatic environment. The successful candidate will be someone who demonstrates excellent organisation, problem-solving, communication, and information management skills. Discretion, professionalism, and strong interpersonal skills are vital for the role.

The Personal Assistant will be an integral member of the Private Office Team, working closely with the Chief of Staff, Deputy High Commissioners, other Personal Assistants, and the Events and Residence Manager.

• At least seven years of relevant experience in a personal assistant or executive assistant role.
• Proven ability to prioritise, multitask, and work under pressure in a fast-paced environment.
• Excellent oral and written communication skills.
• Demonstrated ability to work independently with minimal supervision.
• High integrity, discretion, and professionalism when handling sensitive or classified information.
• Advanced proficiency in Microsoft Office applications including Outlook, Word, Excel, and Teams.
• Fluent written and spoken English.

Desirable Qualifications and Experience

• Previous experience working in a diplomatic mission, government institution, or international organisation.
• Familiarity with coordinating cross-functional teams or working in multi-stakeholder environments.

Required Competencies and Behaviours

• Communicating and Influencing: Ability to interact effectively with senior stakeholders, both internally and externally.
• Delivering at Pace: Working efficiently to meet tight deadlines and managing time effectively.
• Making Effective Decisions: Prioritising and handling diary conflicts, correspondence, and logistical challenges.
• Managing a Quality Service: Delivering high standards of administrative support to the High Commissioner.

• Diary Management (60%)
  • Manage the High Commissioner’s diary, ensuring efficient scheduling that aligns with strategic objectives.
  • Prioritise and handle competing meeting requests, ensuring minimal conflicts and efficient use of time.
  • Make judgment calls on diary changes, often at short notice.
  • Coordinate with a wide range of stakeholders including senior government officials, Heads of Diplomatic Missions, and private sector leaders.
  • Ensure the High Commissioner is well-prepared for all engagements by providing timely briefing materials and printed documents.
  • Analyse evolving circumstances and proactively make recommendations to streamline processes.
  • Monitor events or changes that may impact diary commitments and communicate accordingly.
• Correspondence and Communication (10%)
  • Managing all incoming and outgoing correspondence for the High Commissioner—email, physical mail, and internal documents.
  • Drafting and formatting official letters and Note Verbales on behalf of the HC.
  • Coordinating responses, prioritising communications, and following up on pending matters.
  • Responding to visa-related queries from the High Commissioner’s contacts in collaboration with the Visa Outreach Officer.
  • Booking and preparing for both physical and hybrid meetings, ensuring technical connections (VTCs) are established in advance.
  • Escorting guests to meetings and maintaining strong interpersonal relations with all visitors and internal contacts.
• Event and Guest List Management (10%)
  • Maintaining up-to-date contact databases for key stakeholders such as Government officials, Diplomatic Missions, and private sector partners.
  • Drafting and managing invitations for official events such as working lunches, receptions, or dinners hosted by the HC.
  • Tracking RSVPs, confirming attendance, and liaising with the Residence Manager for logistical support.
  • Coordinating briefing notes and speaking points in advance of hosted events.
  • Ensuring all aspects of the event planning and execution run smoothly and professionally.
• Administrative and Travel Management (10%)
  • Maintain an organised digital filing system for all the High Commissioner’s correspondence and records.
  • Arrange the High Commissioner’s official travel including flight and hotel bookings, visa processing, and security coordination.
  • Prepare briefing packs for travel and ensure alignment with the transport and security team.
  • Process travel expense claims and reconcile reimbursements in accordance with the FCDO’s policies.
  • Provide logistical coordination for the High Commissioner’s local movements, ensuring that the drivers and bodyguards are well-informed and properly scheduled.
• Line Management and Additional Duties (10%)
  • Line management of the two official drivers assigned to the High Commissioner.
  • Organising workloads, approving leave, conducting performance reviews, and supporting their professional development.
  • Holding regular check-ins and ensuring that the transport team is aligned with the HC’s schedule and priorities.
  • Providing temporary leave cover for the Chief of Staff when required, including attending internal meetings and managing team communications.