Office Manager/Executive Assistant to the Ambassador

Office Manager/Executive Assistant to the Ambassador

Embassy of Ireland to Austria and Permanent Mission of Ireland to the International Organisations in Vienna

Our mission is to promote and protect abroad the values, interests and economic wellbeing 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 seeking to recruit a resourceful and flexible Office Manager/Executive Assistant to the Ambassador. The ideal candidate will have senior executive support and office management experience as part of a busy team. This is a senior, full-time role with significant responsibilities. The Office Manager/EA provides support to the Ambassador to ensure that the Embassy and Official Residence are run efficiently and effectively, with day-to-day management of local staff and administrative systems.

• Working closely with the Ambassador on diary organisation, arranging meetings and assisting with the daily schedule, including coordination with all staff;
• Dealing with official correspondence;
• Maintaining and updating lists of contacts;
• Providing general administrative support to the Ambassador;
• Organisation Embassy events;
• Organising the Ambassador's official travel and accommodation arrangements;
• Managing logistical support for official visits from Ireland;
• Assistance with unofficial translation of documents from German to English and vice-versa;
• Oversight of the effective management and administration of the Chancery;
• Oversight of operation of the Official Residence; and
• Other duties as required from time to time and directed by the Ambassador.

• Applicants must be of good character, have completed all military service obligations and have residence, including permission to work, in Austria;
• Fluency in English and German, including excellent writing skills;
• Minimum 4 years previous experience in Office Management and Executive Assistant roles;
• Excellent attention to detail and ability to work reliably to deadlines;
• Ability to multitask and give direction;
• Excellent organisational and planning skills; Page 2 of 2
• Self-motivated, flexible team player with strong interpersonal and communication skills to work in a multi-disciplinary and multi-cultural environment;
• Working knowledge and experience of Microsoft Office programmes (Word, Outlook, Excel);
• Willingness to work outside of normal office hours when required.

• The successful candidate will be hired on a fixed-term, one-year contract with a possibility of extension and will be based at the Embassy of Ireland in Vienna.
• Monday to Friday, 40 hours per week. Some out of hours support for events/activities of the Embassy will be required.
• The annual leave entitlement is 25 days per annum.
• The salary for the position is €52,154.90 per annum, paid locally on a monthly basis. Salaries are paid directly into the employee's bank account.

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