About the Company
Hays Plc is a leading global professional recruiting group, the expert at recruiting qualified, professional and skilled people worldwide. We work with clients and candidates to provide permanent, temporary and contract recruitment solutions across a wide range of sectors. Our Glasgow office supports numerous esteemed organizations, including diplomatic missions, in finding exceptional talent.
Job Description
Hays Plc is proud to be partnering with a prominent Embassy/Consulate in Glasgow to recruit an experienced and dedicated Administrative Assistant. This pivotal role offers an exciting opportunity to contribute to international relations and diplomatic operations within a dynamic and respectful environment. The successful candidate will provide comprehensive administrative support, ensuring the smooth and efficient running of daily office operations and assisting diplomatic staff with various tasks. This position comes with great perks, acknowledging the vital contribution you will make to the mission.
Key Responsibilities
- Manage and direct incoming communications, including phone calls, emails, and mail, to the appropriate departments or individuals.
- Organize and maintain official documents, records, and filing systems (both physical and digital) with utmost confidentiality.
- Schedule and coordinate meetings, appointments, and travel arrangements for diplomatic personnel.
- Prepare and edit correspondence, reports, presentations, and other official documents.
- Assist with event planning and logistical support for official functions and receptions.
- Order and manage office supplies, ensuring adequate stock levels.
- Liaise with internal and external stakeholders, including government officials and members of the public, in a professional manner.
- Support financial administrative tasks, such as processing invoices and expense reports.
Required Skills
- Proven experience in an administrative or secretarial role, preferably within a corporate or public sector environment.
- Excellent organizational and time management skills with the ability to prioritize tasks effectively.
- High level of proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Exceptional communication skills, both written and verbal, with a professional demeanor.
- Strong attention to detail and accuracy.
- Ability to handle confidential information with discretion and integrity.
- Demonstrated ability to work independently and as part of a team.
Preferred Qualifications
- Previous experience working within an Embassy, Consulate, or other international organization.
- Knowledge of diplomatic protocols and international relations.
- Proficiency in an additional language relevant to international diplomacy.
- A degree or equivalent qualification in Business Administration, International Relations, or a related field.
Perks & Benefits
- Competitive annual salary.
- Generous paid time off and public holidays.
- Comprehensive health and dental insurance.
- Pension contribution scheme.
- Opportunities for professional development and training.
- Exposure to international diplomacy and culture.
- Supportive and respectful work environment.
- Centrally located office with excellent transport links.
How to Apply
If you are interested in this position, please click the "Apply Now" button below. To ensure your application is properly considered, please prepare the following:
- An up-to-date Resume or CV
- A brief cover letter summarizing your experience and motivation
Applications are reviewed on a rolling basis. Only shortlisted candidates will be contacted for an interview.
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