Australian Embassy
Vietnam

Executive Assistant to Ambassador - Duties and Selection Criteria

Executive Assistant to the Ambassador - Duties and Selection Criteria


Designation: Executive Assistant

Salary Range: USD2,400 – USD2,750 per month

Supervision: Ambassador

Subordinates: Nil

PLEASE NOTE THAT FOR SECURITY REASONS THE PERSON SELECTED TO FILL THIS POSITION MUST UNDERGO A SECURITY CLEARANCE PROCESS TO AN APPROPRIATE LEVEL APPROVED BY RELEVANT AUTHORITIES IN AUSTRALIA. THIS PROCESS WILL BE CO-ORDINATED BY THE EMBASSY.


Duties

  • As Executive Assistant to the Ambassador under limited supervision:

    • Manage the Ambassador’s office (including coordinate and distribute all classified and unclassified material in and out of the office, screen phone calls and visitors), determine priorities and provide timely and responsive administrative support.

    • Manage documentation and inform the Ambassador of matters requiring attention. Research and prepare correspondence in English, speech notes, travel programs, quarterly and annual reports and diplomatic cables as required.

    • Liaise on behalf of the Ambassador for contact/appointments both inside and outside the Embassy in Hanoi. Liaise with staff of all agencies in the Embassy on behalf of the Ambassador. Assist Ambassador’s Personal Assistant with maintenance of the Ambassador’s diary and program of appointments.

  • Assist with arrangements for visiting Australian Ministers, Parliamentarians and officials.

  • Assist with ad hoc tasking/reporting requests from Canberra.

  • Assist with coordination of public diplomacy events including Australia Day and ANZAC Day.

  • Assist with maintenance of classified registry including with operation of the TRIM filing system and destruction of files as required.

  • Act as back-up Post System Administrator, including liaison with Canberra and Regional Technical Officer.

  • Supervise visitors and cleaners while in the restricted area as required.

  • Other duties as required.

 

Selection Criteria

  1. Extensive experience as Executive/Personal Assistant to a senior manager or similar employment experience;

  2. Superior office management and organisational skills, including hospitality supervision and support skills;

  3. Excellent oral and written communication, and highly developed liaison and interpersonal skills;

  4. Competent IT skills; good working knowledge of applicable software applications such as Lotus Notes, Microsoft Word and Excel;

  5. A working style that is team oriented and flexible and the ability to handle pressure;

  6. Willingness to undergo a security clearance process and capacity to provide proof of Australian citizenship.