Executive Assistant to the Ambassador

Job Opportunity- Executive Assistant to the Ambassador

Embassy of Ireland, Singapore

Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.

The Embassy is hiring an Executive Assistant to the Ambassador to join our Embassy team here in Singapore.

The ideal candidate will have senior executive support experience as part of a busy team in Singapore with contacts across South East Asia. The Executive Assistant will be responsible for the management of the Ambassador’s schedule, assisting with visits and high level events, and other tasks as required.

Applicants must already have the necessary permissions to live and work in Singapore.

 

Role and Responsibilities

• The Executive Assistant (EA) to the Ambassador will work closely with the Ambassador organising her diary, arranging meetings and assisting with her daily schedule, including liaison with the Embassy Driver;
• Maintain and update lists of contacts in government, media, Irish community, business, diplomatic, NGO, cultural and academic communities in Singapore and Brunei (secondary accreditation);
• Provision of general administrative support to the Ambassador and ensuring the maintenance of clear records and filing system in the Ambassador’s Office
• Managing invitations & logistics for embassy events;
• Organisation of the Ambassador’s official travel and accommodation arrangements and those of the other diplomatic officers;
• Logistical support for official visits from Ireland (including arranging bilateral meetings, local transportation, accommodation, etc.);
• Other duties as required from time to time and directed by the Ambassador.

 

Essential Requirements

Candidates must be able to demonstrate the following:

• A minimum of at least one year’s work experience in senior executive support;

• Fluency in written and spoken English;
• Working knowledge and experience of Microsoft Office Suite (Outlook, Word, Excel);
• High level of discretion and an ability to work in sensitive situations including multicultural environments;
• Applicants must already have the necessary permissions to live and work in Singapore.

• Ability to work with flexibility, efficiency and effectiveness showing strong organizational skills and attention to detail;
• Ability to work under pressure and to manage multiple tasks;

• Excellent interpersonal and communication skills and the capacity to work effectively as part of diverse team and deal effectively with customers and citizens and external stakeholders;

 

Desirable Skills

• A knowledge of and interest in Irish culture and EU affairs,
• A knowledge of governmental systems in Singapore, and an understanding of the functions of an Embassy.

Terms and Conditions of Employment

• The successful candidate will be hired on a fixed-term contractual basis and will be based at the Embassy of Ireland in Singapore (currently located at Liat Towers, Orchard Road);
• Annual Leave entitlement of 20 days per annum in addition to public holidays;
• The salary for the position is SGD 45,839.95 per annum, paid locally on a monthly basis. Salaries are paid direct to a bank account, therefore, the successful candidate must have a bank account.

How to apply

Selection Process:

• Depending on the number of applications received, a short-listing of candidates to be called for a competency-based interview may be undertaken based on the Essential/Key Requirements above;
• It is planned that interviews will be held in person/VC in the Embassy of Ireland to Singapore;
• A skills test may be included in the recruitment process;
• A second interview may be included in the recruitment process; and
• A panel may be set up depending on the calibre of candidates;

General Data Protection Regulation:

All personal information received will be kept in line with GDPR guidelines.

Security Clearance for Local Staff

Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.

 

Please note that canvassing will automatically disqualify applicants.

The Embassy of Ireland Singapore is committed to a policy of Equal Opportunity.

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