Executive Officer – Le4 – Dfat – Rome

The successful applicant will be engaged as a locally engaged staff member by the Australian Embassy, Rome.

Please be advised that the Australian Embassy, Rome does not assist with relocation. Any costs associated with taking up the position would be the responsibility of the successful candidate.

About the Department of Foreign Affairs and Trade

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high-quality overseas aid program and helping Australian travellers and Australians overseas.

The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

About the Position

The Executive Officer provides high-level administrative, organisational support and advice to the Ambassador. The position acts as a point of contact between the Ambassador’s Office and external stakeholders. The Executive Officer provides administrative support on activities that contribute to shaping Australia’s engagement with Italy, Albania, San Marino and Libya, and the UN Rome-based agencies.

Under the direction of the Ambassador, the key responsibilities of the position include, but are not limited to:

• Provide high-quality organisational and administrative support to the Ambassador, using judgement to provide advice on competing priorities to manage the Ambassador’s schedule, coordinating meetings, travel and appointments.
• Draft and manage the Ambassador’s official correspondence, maintaining compliance with diplomatic protocols and procedures.
• Develop and maintain relationships with other government agencies and external stakeholders while facilitating effective communication and collaboration.
• Support and effectively collaborate with staff across the Embassy to ensure effective planning and communication of the Ambassador’s activities and priorities.
• Coordinate and support official representative functions, including overseeing logistics, catering, attendance management, invitation design and distribution, and onsite support.
• Effectively manage the financial commitments of the Ambassador, including administration and acquittal of the Ambassador’s representational funds ensuring effective records management.
• Assist the Ambassador with advancing Australia’s policy priorities by coordinating official meetings, preparing background briefs, taking notes and preparing reports.

Qualifications/Experience

• Experience in providing high-level executive support, or experience in a similar high-tempo role.
• Highly developed executive administration and organisational skills, including effective diary management and experience managing travel arrangements and financial acquittals.
• Highly developed verbal and written communication skills in Italian and English, including proven ability to draft correspondence, take minutes and prepare reports.
• Ability to work effectively and harmoniously in a small and busy team.
• Flexibility, with excellent interpersonal and liaison skills.
• Demonstrated ability to undertake tasks with minimal supervision, take initiative in setting priorities and meeting deadlines with limited supervision.
• Discretion, sound judgment, and professionalism, especially when handling sensitive or confidential information.
• Ability to build and foster a broad network across the Rome-based diplomatic community.
• Understanding of international diplomatic protocol or a willingness to learn.
• Highly developed IT skills, including experience using MS Office Suite.
• Experience with event coordination and management is desirable.
• Flexibility and willingness to work outside standard work hours (overtime/excess duty arrangements apply).

Selection Criteria

Please ensure you provide a response to each of the listed selection criteria below. In your response, you must include relevant examples from your experience that support your claims against the selection criteria.

The word limit is strictly 250 words per response to each selection criteria. The panel may not assess incomplete applications or responses which exceed the word limit.

A. Excellent written and oral communication skills in both Italian and English, with the ability to communicate in a logical, succinct and persuasive manner.

B. Demonstrated sound judgment and ability to achieve results in an executive support, administrative or similar role.

C. Ability to build relationships and work effectively as a team in a busy and demanding environment.

D. Experience organising events, meetings and coordinating travel arrangements for senior officials.

E. Excellent understanding of Italian culture and an understanding of international diplomatic protocol, or a demonstrated ability to learn.

The Human Resources Section based in the Australian High Commission, London is responsible for managing all recruitment processes across the European region. To apply, please use the 'Apply' button below. Please direct any other queries to recruitment.london@dfat.gov.au.

We are committed to providing an inclusive and diverse workplace where all employees are valued. We appreciate the experiences, skills and perspectives of all individuals. We actively encourage applications from people from diverse backgrounds who share our values.

We are looking for an Executive Officer for the Ambassador at the Australian Embassy, Rome.