Job Vacancy: Personal Assistant (Political Section)

The Embassy of Japan in the United Kingdom is looking for a highly motivated Personal Assistant to provide full administrative and secretarial support for diplomats.

Working hours: Monday to Friday, 9:30am to 6:00pm (Lunch hour: 12:45pm to 1:45pm) with the possibility of overtime work
Location: Embassy of Japan, 101-104 Piccadilly, London, W1J 7JT
Salary: To be determined by the Embassy depending on qualification and experience (approximately 30k/year)
Application Deadline: 15 June, 2018
Interviews: Applicants who have passed the paper screening will be contacted and informed of the schedule for paper test and interview by 22 June, 2018 (Only successful applicants will be contacted.)
Start date: 1 August, 2018 (tentative)

Job Details:

Applications are sought from persons interested in employment at the Embassy of Japan in the United Kingdom as Locally Engaged Staff. You will support diplomats in charge of legal, judicial, security and police affairs and work with other local staff in the Political Section.

About the Position:

A Personal Assistant is responsible for administrative support and secretarial duties for diplomats.
The key responsibilities of the Personal Assistant’s position include, but are not limited to the following:
• Maintain and process all incoming and outgoing correspondence including contacts via post, email and telephone
• Prepare, edit, summarise and draft documents including official letters and produce daily reports on issues of diplomats’ interest
• Create and maintain accurate contact records and databases
• Liaise with internal and external stakeholders such as UK government departments, non-governmental organisations, businesses and other diplomatic missions
• Arrange and facilitate meetings/appointments, conferences, receptions and events
• Assist with administrative and logistical arrangements for the Embassy staff and for official visitors, including liaising with counterparts, hotels, venues and arranging transport
• Undertake other administrative and secretarial duties as directed.

Key Skills/Qualifications and Experience*:

• Fluent in both spoken and written English (native speaker’s level).
• A professional demeanour, courteous and tactful.
• Proven initiative, cooperation, flexibility and reliability.
• An ability to work confidently, on own initiative and under pressure.
• Good organisational, analytical and interpersonal skills.
• Experience using Microsoft Office such as Word, Excel, Outlook.
• Experience handling general enquiries.
• Good telephone manner.
• Ability to contribute effectively as a member of busy team.
• Willingness and availability to work out of hours (not frequently though).
*Extensive experience is not necessary as long as the applicant is motivated, flexible and willing to learn.

The following would be an advantage:
• A command of the Japanese language
• Proactive interest in Japan
• Previous experience of working, living or studying in an international setting.
• Knowledge regarding UK legislation and systems especially judiciary, legal, security and policing as well as international relations including UK-Japan relations.

To Apply:

Interested candidates should submit a CV (as detailed as possible, including educational record and job history) and covering letter explaining how you are able to meet the requirements for the position, along with your current salary, daytime telephone number and email address, by 15 June, 2018, to:

This job opportunity is only open to individuals holding a valid document proving their right to work in the United Kingdom and who are currently resident in the United Kingdom. All applicants must state that this right is obtained through citizenship, permanent residency or work permit in their application. Applicants not providing this information in their application will not be considered for employment. Short-listed applicants will be asked to provide, prior to interview, documentation to certify their legal right to work in the UK.

• The Local Employee shall serve a probation period of three months (extendable) immediately after the date of the start of the employment.
• It is the Embassy’s policy that we do not give any kind of feedback of the paper screenings and interviews. All the documents submitted will not be returned to applicants.

Embassy of Japan (Political Section)
101-104 Piccadilly, London, W1J 7JT
Email for applications and enquiries:
(Enquiries by telephone and at the Embassy’s reception will not be accepted.)