Embassy Administrative Specialist

About the Company

The Welsh Government is the devolved government for Wales. We are responsible for the well-being of the people of Wales, delivering public services, and promoting Wales on the global stage. Our work encompasses a wide range of policy areas, from health and education to the economy and international relations. We are committed to fostering a fair, prosperous, and sustainable Wales, and our international engagement plays a vital role in achieving these goals.

Job Description

We are seeking a highly organised and proactive Embassy Administrative Specialist to join our International Relations team. In this pivotal role, you will provide comprehensive administrative support, ensuring the smooth and efficient operation of our international engagements and diplomatic liaison activities. This position requires exceptional attention to detail, strong communication skills, and the ability to work effectively in a dynamic, international-focused environment. You will be instrumental in facilitating communications, managing schedules, and coordinating events that support the Welsh Government’s global objectives.

Key Responsibilities

• Provide high-level administrative support to senior staff within the International Relations team.
• Manage complex calendars, schedule meetings, and coordinate travel arrangements for international delegations and officials.
• Prepare and edit official correspondence, reports, presentations, and other documents with meticulous attention to detail.
• Organise and coordinate events, conferences, and visits involving international partners, including logistics, invitations, and follow-up.
• Maintain confidential records and databases, ensuring data accuracy and compliance with relevant regulations.
• Act as a primary point of contact for external inquiries related to international affairs, filtering and directing communications appropriately.
• Process and track expenses, invoices, and procurement related to international activities.
• Assist in research and compilation of information for briefings and policy documents related to international relations.

Required Skills

• Proven experience in an administrative or executive support role, preferably within a government, diplomatic, or international organisation.
• Exceptional organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Strong written and verbal communication skills, with a high level of proficiency in English.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Excellent interpersonal skills and the ability to build effective working relationships with diverse stakeholders.

Preferred Qualifications

• A degree or equivalent qualification in International Relations, Public Administration, Business Administration, or a related field.
• Experience working with international protocols and cross-cultural communication.
• Familiarity with the structure and functions of the Welsh Government and its international priorities.
• Proficiency in Welsh or another foreign language.

Perks & Benefits

• Generous annual leave allowance and public holidays.
• Competitive pension scheme.
• Flexible working options to support work-life balance.
• Opportunities for professional development and career progression.
• Access to employee assistance programmes and well-being initiatives.
• Central Cardiff location with excellent transport links.
• Commitment to equality, diversity, and inclusion.

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