Office Manager

Main Purpose Of Job

This is a new and exciting opportunity for a dynamic person to support a fast-paced, specialist and discreet UK Defence team which straddles both Defence Operations & Policy and Defence Engagements.

Working out of the British Embassy in Washington, DC, you will act as the team’s foundation, enabling them to function at the best of their ability. The core team currently consists of four driven military personnel with a further small military network dispersed across the US. Routine tasks will include management of visits, maintaining financial trackers, personnel co-ordination, and information management. Strong IT skills based around the basic Office 365 Apps are a must.

You will have the opportunity to work closely with: other teams across the British Embassy; UK based MOD personnel; and US DOD personnel. Developing and maintaining relationships with outer-offices will be a key component of your role to allow you to understand, and have the ability to, reach out to the relevant contacts quickly and easily, therefore excellent communication skills (both verbal and email) are necessary.

Dedicated time will be allocated to allow the analysis of lessons learnt and current processes in order to develop best practice Ways of Working both for the role and for the team as a whole; critical thinking, personal drive, creativity and good record keeping will be required.

The US Network offers a unique career enhancing opportunity and is committed to supporting its staff through a variety of benefits including generous leave, insurance packages and a highly competitive 401k programme. It also promotes a culture of flexibility which enables people to better maintain wellness through an excellent work/life balance approach that encompasses some hybrid working, including working from home and flexible hours, where possible.

The ideal candidate will be a clear and effective communicator with strong attention to detail. A good professional relationship builder, with strong IT and Information Management skills, and basic financial skills, who demonstrates flexibility and adaptability in their approach to fulfilling this varied role. A basic understanding of UK and/or US Defence would be highly beneficial, with previous experience working with MOD or DOD as highly desirable.

Roles And Responsibilities

• You will be the focal point for sponsored inbound visit parties, ensuring smooth passage of accurate and timely information. You will understand how to utilise the US Foreign Visitor Request process to the best of its ability, reducing the bureaucracy for busy visitors.
• As the bedrock of the team, you will understand the team’s diaries and provide support with managing meetings and visits (both inbound and outbounds) as necessary.
• Continuously analysing and developing best practice Ways of Working for yourself and the team will ensure the team functions at its full potential.
• You will manage the financial trackers and team cash books ensuring accuracy; Offer insights into spending and forecasting, aiding the development of future financial plans.
• Maintaining and growing a thorough and accurate contact list will enable you and the team to network and reach out to contacts efficiently.
• You will ensure that the team’s Information Management and record keeping is carried out in accordance with good IM principles and Data protection policies, developing the team’s SharePoint site to make full use of its functionality. You will record data to drive effective decision making.
  
  

Resources Managed (staff And Expenditure)

• Will be required to run a budget forecast.