Monday, October 23, 2017

Personal Assistant

Personal Assistant
Dublin 2
€34,504 per annum plus competitive benefits
Permanent | Full Time
Last updated:

Job Description

 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
Manage the office of the Head of Mission (HOM).
The key responsibilities of the position include, but are not limited to:
  • Manage HOM’s diary, arrange and coordinate appointments and official engagements
  • Manage and maintain posts contacts database for government contacts. Liaison with contacts as required
  • Manage all HOM communications including preparation of correspondence on routine matters. Coordinate input from other staff a required.
  • Under direction from the PD/Events/Admin Officer assist with the planning, organisation and of all functions and events
  • Arrange all travel, accommodation and visits programs for HOM, and other Diplomatic staff.
  • Assist develop and co-ordinate visit programs of official visitors to Ireland
  • Perform protocol activities including maintaining the Diplomatic Note register, liaison with DFA re Diplomatic staff arrival, departures and diplomatic          privileges
  • Provide assistance with public diplomacy activities as required
  • Draft speeches for minor addresses
  • Prepare the quarterly Head of Mission representation return
  • Other duties as directed
  • Excellent organisation and administrative skills
  • Sound oral and written communication skills
  • A good working knowledge or awareness of Irish government structures, contacts and protocol activities or a demonstrated ability to develop such
  • knowledge and contacts rapidly
  • Good knowledge of relevant computer software applications (Microsoft Office Suite, Outlook & Lotus Notes).
  • Previous experience or practical working knowledge or understanding of Australian Government or similar work practices desirable.
In your written statements, you must prepare a short statement for each of the selection criteria listed below and include relevant but succinct examples that support your claims against the role:
  1. Demonstrate your ability to undertake a high level of executive administration such as effective diary management and coordinating travel arrangements for senior management.
  2. Ability to set priorities and organise work efficiently, and to complete projects and assignments with limited supervision.        
  3. Proven ability to plan and organise events, including effective management of various stakeholder relationships to ensure the delivery of a successful function
  4. Demonstrate good understanding and awareness of the Irish Government structures, contacts and protocol activities.
  5. Proficiency with Microsoft Outlook, Word and Excel. High level of IT literacy with ability to manage an electronic documents and records management system, ensuring on-going compliance with policy guidelines.
Related Sectors:
Secretarial / Admin / PA
Related Locations:
Dublin West , Dublin North , Dublin City Centre , Dublin South

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