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Social Secretary / Personal Assistant to the Ambassador

Embassy of France in Ireland
Location:
Dublin 2
Payment:
€28,000 per anum
Terms:
Permanent | Full Time, Part Time
Last updated:
11-01-2017

Job Description

Employer: French Embassy in Ireland

Address: 66 Merrion Square, Dublin 2 

http://www.ambafrance-ie.org/

 

Job description :

 

Working directly under the supervision of the Press & Communications Officer and in close contact with the Residence and all Embassy departments to ensure efficient and smooth information-sharing, decision-taking and implementation, the Social Secretary – PA is tasked in particular with:

 

-          The constant updating and daily management of the social agenda of the Ambassador: the incumbent must manage the social calendar to optimise the time of the Ambassador, ensure swift responses to invitations, avoid any agenda contradictions and be able to take quick, controlled and creative decisions to solve any arising issues. This also includes the logistical preparation of the Ambassador’s missions all over the country.

 

-          The constant updating of the Embassy’s contact database: actively gathering information from all sources (web, print, social media, letters received, business cards, events attendance lists…)  the incumbent must maintain an up-to-date database including all relevant information related to individuals or organisations of interest to the Embassy. Closely monitoring changes he/she proactively proposes appropriate initiatives.

 

-          Ensure the smooth organisation and efficient running of all social events held at the Residence: Working in close coordination with other Embassy departments, in particular the Residence and Security, this requires drafting and validation of invitation cards, creation of up-to-date and relevant guest lists, pro-active follow-up of the answers to establish reliable attendance-lists well ahead of each event. It also requires helping the Residence team for the practical set-up well before the start of each event (room(s) laying-out, table setting…). The Social Secretary-PA checks-in the guests and within 24 hours establishes a final attendance list. The incumbent must be able to answer in a creative, positive and efficient manner to all arising issues.

 

 

Necessary skills :

Training and / or professional experience

 

 

-          Bachelor's Degree required or at least three years of experience in a similar position

-          Excellent knowledge of Irish society, traditions, and key social, political and economic figures

-          Strong sense of organisation, attention to detail and ability to think outside the box to solve problems as they occur is essential.

-          Excellent computer skills: word processing (MS Office applications), database creation, spreadsheet software, social media. Knowledge of customer relationship management software (CRM) would be an asset.

-          Knowledge of diplomatic Protocol would be an asset.

 

Required language

 

-          Full proficiency in English required, French desirable

-          Excellent written and verbal communication skills: the incumbent must be able to take initiative and draft correspondence quickly and appropriately.

Personal Skills

 

 

 

-          Absolute discretion and confidentiality

-          Courteously and professionally represents the Embassy

-          Very organised and able to work independently

-          Able to take initiative and manage a variety of activities in a time-sensitive environment, meeting deadlines with superior attention to detail and quality

-          Able to work in a multicultural team

-          Demonstrated maturity, flexibility, judgment, and diplomacy.

 

 

Salary / Benefits

 

-          Gross annual salary : € 28,000

-          60% Employer participation in health insurance cover

-          Employer participation in retirement scheme

-          30 days paid leave from start of the employment.

Schedules and particular constraints :

 

In addition to regular office hours, this position entails regular evening work, sometimes including weekends. Flexibility required. Overtime compensated with time-off

 

 Start date : March 2017

 

Application Instructions.

 

Applicants are invited to submit a CV with a one page cover letter to the attention of:

 

  1. l’Ambassadeur de France en Irlande, 66 Fitzwilliam Lane, Dublin 2

 

or by applying below with your Cover Letter and CV.

 

Applications will be considered on a rolling basis.


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