Vacancy – Ambassador’s Social Secretary – Temporary
Level 6
The Australian Embassy Beijing seeks applications from suitably qualified persons to fill the position of the Ambassador’s Social Secretary, Level 6, with the Department of Foreign Affairs and Trade. This position will be available for an initial period of four months with the possibility of extension.
Please see the key responsibilities, qualifications/experience below. We are seeking high-quality written applications. Your application should include a covering letter, CV and statement of claims directly addressing the key responsibilities, qualifications and experiences noted below. All applicants should provide detailed contact information for two referees.
The application period will close on Friday, 9 October 2015.
Applications should be submitted to the Human Resources Section of the Australian Embassy, Beijing at: [email protected].
Please note that only applicants short-listed for interview will receive a written reply. If you have not received any communication from the Human Resources Section within four weeks after the close of applications, please consider your application unsuccessful. Thank you for your understanding and your interest in working at the Australian Embassy.
Position Description
The Social Secretary arranges functions hosted by the Ambassador at the Head of Mission (HOM) Residence, liaising with internal and external contacts as required and coordinating with HOM Residence staff. The position also manages the HOM Representation Allowance Return and handles cash advances.
The key responsibilities of the position include, but are not limited to:
• Extending invitations on behalf of the Ambassador by telephone, fax and email
• Liaising with HOM guests and embassy and residence staff in arranging functions
• Preparing and sending invitation cards
• Preparing guest lists, seating plans and place cards for each function
• Proposing menus for each function
• Seeking cost estimates from the residence Butler
• Providing cash advances to the Butler for purchases for functions
• Collating and preparing the quarterly HOM Representation Return
• Welcoming guests at functions at the HOM Residence
• Updating information in the Contacts Database
• Maintaining an accurate inventory of wine/beer/liquor supplies at the HOM Residence and ensuring adequate supplies are on hand at all times
• Managing HOM gift forms
Qualifications/Experience
• High level of Chinese and English language skills essential, both written and oral.
• Highly developed organisation and communication skills, including the ability to work under pressure with minimal supervision.
• Proficiency in the use of standard office IT equipment.
• Highly developed understanding of Western and Chinese dining and banquet etiquette; an interest in food preparation and presentation desirable.
• Demonstrated accountability and integrity, including in cash management.
• Ability to work flexible hours to accommodate HOM’s entertainment schedule at the Residence.