The Management Assistant provides comprehensive organizational, administrative, secretarial, and reception support to the Deputy Ambassador and the Political, Press and Cultural Department.
The role serves as an important link between embassy management, employees, government authorities, other embassies, and external stakeholders. It requires excellent organizational ability, discretion, sound judgment, and the ability to manage competing priorities in a diplomatic and politically sensitive environment.
Key Responsibilities
Executive and Secretarial Support
Manage the Deputy Ambassador’s calendar, appointments, email inbox, correspondence, and telephone calls.
Schedule and coordinate internal and external meetings, briefings, appointments, and official engagements.
Prepare meeting agendas and send invitations, confirmations, reminders, and follow-up communications.
Monitor the progress of assigned tasks and follow up with the relevant parties when required.
Receive visitors and provide professional reception and hospitality support.
Coordinate the Deputy Ambassador’s driver schedule during the Ambassador’s absence.
Provide backup support to other Management Assistants, particularly the Ambassador’s Management Assistant.
Travel and Visit Coordination
Arrange official travel, including travel requests, accommodation, transportation, and related logistics.
Prepare relevant travel declarations and advance-payment requests for the Deputy Ambassador.
Support incoming official delegations and visits by coordinating appointments and maintaining updated visit programs.
Assist with official events and visits from the planning stage through completion.
Administrative and Documentation Support
Prepare, edit, format, and distribute official documents, including letters, memoranda, presentations, and Notes Verbales.
Manage shared and individual mailboxes and handle incoming and outgoing correspondence.
Maintain accurate databases, contact lists, records, and administrative files.
File documents using the embassy’s designated digital filing and archiving systems, including 247Plaza.
Ensure that files and supporting documents are accurate, complete, current, and accessible.
Handle personal, sensitive, and confidential information with the highest level of discretion.
Support scholarship eligibility checks and related correspondence, when required.
Monitor and update the embassy’s event calendar.
Coordinate the use and availability of meeting rooms.
Stakeholder Coordination
Act as a professional point of contact between the embassy, the Ministry of Foreign Affairs, Egyptian ministries, other embassies, organizations, and external stakeholders.
Handle enquiries appropriately and either provide the required information or refer the matter to the correct person.
Maintain internal and external contacts regarding the implementation and progress of assignments.
Coordinate complex information flows from different sources and assess urgency, priorities, interests, and potential consequences.
Represent the embassy and the ministry professionally in all interactions.
Provide administrative and organizational support to other employees and departments when required.
Requirements
Education and Experience
A secondary vocational qualification, diploma, or equivalent relevant qualification in business administration, office management, secretarial studies, or a related field.
Demonstrated experience in management assistance, executive support, secretarial work, or office administration.
Experience supporting senior management or senior officials is strongly preferred.
Experience within an embassy, government entity, international organization, or politically sensitive environment would be an advantage.
Knowledge of general administrative and secretarial procedures and regulations.
Knowledge of standard documentation, record-management, and archiving techniques.
Language Requirements
Very good command of Dutch, English, and Arabic, both written and spoken.
Ability to draft and review professional correspondence and communicate confidently with internal and external stakeholders in all three languages.
Technical Skills
Strong proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
Ability to manage electronic calendars, email inboxes, databases, contact lists, and digital filing systems.
Ability to prepare and format professional letters, memoranda, presentations, meeting documents, and official correspondence.
Skilled in collecting and interpreting information and compiling clear management information.