JOB OPPORTUNITY

Position Title: Personal Assistant / Social Secretary
Conditions: Fulltime, permanent employment subject to probation period of 6 months

1. Background:

The Embassy of Sweden in Bangkok represents Sweden in Thailand, Laos, Myanmar, and Cambodia. The Embassy represents and promotes Swedish interests in political and economic relations, development cooperation, trade and investment promotion and cultural and information matters. It provides consular services to Swedish nationals and migration services to non-nationals.

2. Line of reporting and organisational belonging:

The Personal Assistant / Social Secretary works directly under and reports directly to the Ambassador or in his/her absence directly to the Deputy Head of Mission. She/he is part of the Section for Administrative Affairs and in terms of administrative matters she/he reports to its Head of Section, also being the Head of Chancery.

3. Tasks and responsibilities:

• Book appointments for the Ambassador and manage the Ambassadors calendar;
• Manage the Ambassador’s representation and administration;
• Liaise with the Ambassador and the Deputy Head of Mission about events and meetings and conduct follow-ups;
• Manage contacts lists of the Embassy's partners within government, the diplomatic corps, the private sector, and multilateral organizations;
• Provide support on protocol matters to all sections (such as note verbals and permits);
• Collaborate with the officer responsible in planning, organizing and executing events hosted by the Ambassador and the Section for Political Affairs, sometimes also by other Sections;
• Coordinate and liaise with the Embassy’s drivers as well as the Residence staff about meetings, events, and logistics;
• Work with the Section for Administrative Affairs to ensure compliance with financial rules and regulations, as well as timely payment of contractors and/or suppliers; and
• Perform other tasks of administrative character as required.

The work environment is dynamic and from time to time characterized by high pace. Flexibility and ability to quickly adjust to change and new directives is essential, including outside office hours.

The above tasks are performed in a team, and they are often closely connected and overlapping with other staff. The work requires close cooperation with all Sections at the Embassy, as well as with external parties.

4. Essential qualifications, skills and experiences:

• Degree/diploma in administration or similar field related to the post;
• Minimum (5) five years of experience in administrative work;
• Experience from working as secretary or personal assistant;
• Experience from working in context of high pace and with short lead times;
• Experience from working in a multicultural environment;
• Good writing skills and strong attention to detail;
• Very good organisational, planning and time management skills and commitment to on-time delivery;
• Fluent in Thai and English, both written and spoken;
• Strong team working skills; understanding the need to build and maintain contacts and networks;
• Punctual and responsible; and
• Proficiency in basic MS Office programs: Word, Outlook, Excel etc.

Fluency in Swedish or other Nordic language is considered as an added value.

Prior administrative work experience with Swedish Governmental Authorities, at a Swedish Embassy or an international organization is considered as an added value.

5. Salary and Benefits:

• Competitive remuneration including 13th month salary
• Generous health insurance
• Pension benefits
• 28 days of annual leave
• Generous parental leave conditions
• Gym allowance

6. Submitting Applications:

Interested individuals should send an application letter, along with a detailed CV including at the minimum two references, salary expectations and other supporting documents to the Embassy of Sweden in Bangkok. Applications must be sent/submitted to the Embassy no later than 3 December 2023.
 

The application should be sent under the subject heading “Personal Assistant /Social Secretary” to e-mail address:  ambassaden.bangkok@gov.se

 
Questions may be directed to ambassaden.bangkok@gov.se (no telephone inquiry).

We encourage applicants from both gender and diverse backgrounds to apply. Only short-listed candidates will be contacted, and applications will not be returned. The Embassy of Sweden retains the right to contact references directly.

Language proficiency tests may be performed by the Embassy as part of the interview process. 

For information regarding how the Embassy process personal data, please read our data protection policy at www.swedenabroad.com.


7. About us: 

Official website: https://www.swedenabroad.se/bangkok 

Facebook: https://www.facebook.com/SwedeninBangkok/ 

X: https://twitter.com/Swedeninth