Management Assistant

Embassy of the Kingdom of the Netherlands in Estonia

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Job description

Starting date: in August

Job ad deadline: 19 May

Hours: 18 hours per week (parttime)

The Management Assistant provides organizational, secretarial and administrative support to the Ambassador and the staff of the Embassy. The staff member is responsible for managing the calendar and inbox and has a central role with facilitating appointments, reception and representation.

Main activities

Coordinate and implement secretarial/administrative work (including mailbox management, incoming and outgoing correspondence, office supplies);
Provide secretarial support to e.g. the Ambassador and staff and manage the calendar of the Ambassador;
Provide logistical and organizational support for incoming visits, seminars, official trips and other meetings;
Keep track and facilitate appointments, reception of guests and visitors, and meetings, both internal and external. Welcome, guide and register visitors;
Act as Occupational Health and Safety coordinator of the Embassy and arrange trainings when necessary.

Profile

Enthusiastic, proactive, flexible and result-oriented team player, who is able to work independently;
Efficient and committed to find effective ways to improve the secretarial and administrative processes at the Embassy;
Please be aware that a certificate of a non criminal-record will be required after the applicant passes the selection process. The costs will be reimbursed.

Knowledge and skills requirements

Secondary vocational education, with relevant work experience;
Knowledge of management assistance methods, secretarial work and general secretarial/administrative procedures and regulations;
Understanding of foreign (related) policy areas and processes, and ability to detect political interests and sensitivities;
Ability to operate as a link with third parties (external and foreign relations) at senior political and official level;
Ability to coordinate information flows and processes from various sources, weighing up consequences, interests, priorities etc.
Fluent in Estonian and English, knowledge of Dutch is a pre.
Good communication skills.
Skilled in Windows-driven MS Office programs such as Word, Excel, Outlook and Powerpoint;

Work environment

The Embassy of the Kingdom of the Netherlands in Tallinn is a small-sized bilateral diplomatic representation in a fellow-member state of the European Union. The team at the Embassy in Tallinn is devoted to modern diplomacy. The working environment is open, informal, trusting and result-oriented. The Management Assistant will closely work with the other colleagues in the team and if necessary step in for other colleagues. Taking on new and sometimes unexpected assignments is part of the job. The Embassy is a trustworthy employer with favourable secondary employment conditions (e.g. provisions for working from home; opportunity for work-related and personal development training).

BrutokuupalkBruto kuus € 1762 - 2643