Executive Assistant

The Ministry acts in the world to build a safer, more prosperous and more sustainable future for New Zealanders.

Kia hangai ake e te Manatu he ao-haumaru, ao-tonui, ao-pumau, ki te oranga tonutanga mo Aotearoa whanui.  

Executive Assistant, New Zealand Embassy Warsaw

(Locally Engaged Position)

• Based in Warsaw this is a varied, fast paced and engaging role.
• An exciting opportunity to use your administrative skills to support the New Zealand Ambassador to Poland, Ukraine, Latvia, Lithuania, Estonia and Georgia.
• Support high profile engagement in Poland to build a safer, more prosperous, and more sustainable future for New Zealanders.

Kōrero mō te tūranga - About the role  

The Executive Assistant is responsible for ensuring that the Ambassador and Deputy Head of Mission (DHOM) can perform their duties with maximum impact, ease and efficiency. This highly varied role will require you to:

• Provide executive support to the Ambassador and Deputy Head of Mission including email and call screening, placing of calls, scheduling appointments and diary management, coordination of inwards invitations, meeting and greeting visitors, drafting of correspondence for signature.
• Arrange logistical aspects of official visits and events, including preparation of guest lists, invitations/RSVPs, programmes, briefings, run sheets and other documentation, and organising appointments and logistics.
• Provide administration support to the Ambassador and Deputy Head of Mission.
• Manage the Embassy Driver.

The salary range for this position is between PLN 75,182 (gross) and PLN 88,449 (gross) per annum, depending on the successful candidate’s relevant skills and experience.

Mā‎ wai te mahi nei? – Who are we looking for?

The New Zealand Embassy in Warsaw is seeking a dynamic Executive Assistant for a role with responsibility for providing administrative support to enable the smooth and efficient running of the Embassy, as well as coordinating visits, events and public diplomacy. We are looking for someone with strong logistical experience, an administration background, attention to detail, excellent communication in written and oral English and Polish, and relationship-building skills. They must be flexible, solutions-focused and a good team player.
 

Why work for us?

We are committed to a focus on leadership, talent, training and development, and flexible work options. 

We value diversity and are committed to providing an inclusive culture where everyone feels supported, valued, and a sense of belonging.  We welcome applications from people from a diverse range of backgrounds. 

Mō mātou - About us

Our people represent New Zealand on and offshore, and in doing so make New Zealanders safer and more prosperous.  By building connections with and influencing other countries and international institutions, we advance New Zealand’s interests and pursue New Zealand's values.  We provide advice to the Government on the implications for New Zealand of what is happening in the world. 

Me pēhea te tuku tono - To Apply/Interested?

A position description can be found here.

To apply, please email your application form, CV and covering letter outlining your skills and experience relevant to the role to:  nzwsw@nzembassy.pl. Please include ‘Executive Assistant’ in the title.

Please DO NOT use the ‘Apply’ button on the advertisement. Only applications submitted to the above email address will be considered. Make sure to include a written consent of the processing of your personal data in your application form.

 

Applications close at 17:00 (Warsaw time) on 18 October 2024. 

Only shortlisted candidates will be contacted. The New Zealand Mission thanks all applicants in advance for their applications and regrets it is not in a position to provide feedback to unsuccessful candidates.

 

Please note: The successful candidate must be able to obtain and maintain appropriate security clearances as required. Applicants must have the right to live and work in Poland and be able to obtain and maintain the appropriate security clearance.

 

This is a permanent, locally employed position, with terms and conditions being set in accordance with Polish employment regulations. No offshore allowance, transfer allowance or provision of housing applies.