Executive Assistant

The Embassy seeks a resourceful, highly organised and flexible individual with experience in a fast-paced environment to fill the position of Executive Assistant to the Ambassador of Ireland in Abu Dhabi.

Job Description:

1. Manage and coordinate Embassy correspondence and contacts.

• priorities and process all requests requiring the Ambassador and Management Team’s approval or engagement (e.g. TPNs, press queries, FOIs, HQ compliance).
• Translate documents between English and Arabic as needed.
• Liaise with government departments and the wider civil service, as required.
• Maintain effective records and electronic filing.
• Build a peer network of Personal Assistants and others within Ministries, diplomatic Missions and key business organisations across three countries.
• Greet visitors, manage telephone calls, and handle some out-of-hours calls.
• Handle stakeholder issues sensitively and manage expectations or negotiate outcomes.
• Lead the organisation and maintenance of the Contacts Management System.

2. Coordinate and support the Ambassador and Management Team’s schedules and programmes:

• Manage incoming and outgoing invitations, allocating them accordingly.
• Ensure adequate preparation for meetings, including logistics and organising the necessary briefings for all attendees.
• Identify opportunities for the Ambassador to meet new contacts, make recommendations and set up meetings.
• Track deadlines, ensuring they are met. Chase outstanding meeting requests.
• Facilitate all travel arrangements for the Ambassador.

3. Protocol lead and point of contact for MOFA across three countries:

• Ensure the Embassy operates within protocol guidelines by liaising with MOFA in Qatar, Kuwait and the UAE, and Protocol Unit in Dublin.
• Draft and submit TPNs in English and Arabic for the UAE, Qatar, Kuwait, and the wider GCC in the case of the Agriculture Attaché.
• Ensure protocol procedures are met for the Management Team’s travel across the region.
• Manage the delivery of Diplomatic and Airport IDs for all posted staff.
• Oversee the credentials process.

4. Liaison person for Ireland’s Permanent Representation of IRENA:

• Act as the main point of contact for all IRENA engagements, distilling communications and coordinating invitations.

5. Visit and event management:

• Organise the logistics of visitor programmes, including coordinating with airports to ensure VIPs are greeted appropriately.
• Organise and coordinate the Ambassador’s hosted events with the Residence Chef, ensuring professionalism, creativity and value for money.
• Assist in planning event logistics, recommend menus, guest seating and staffing levels.
• Serve as backup to the Events and Communications Officer in their absence.

Completed application forms should be sent via e-mail only to [email protected], with the subject line 'Executive Assistant 2024'. Applications must be received before 4.30pm (local time) on 17 June 2024.

No applications will be accepted after this deadline. Please note that only short listed applicants will be contacted.

Application form can be downloaded here : https://www.ireland.ie/en/uae/abudhabi/about/job-opportunities/executive-assistant-to-the-ambassador/