Private Secretary to Minister (Defence) - Washington DC

Main purpose of job:

The British Government’s Embassy in Washington, DC has an exciting opportunity for a highly motivated and exceedingly organised person to join the British Defence Staff United States as a Private Secretary to Minister (Defence) and Director USA running their Private Office. This opportunity is a rewarding role which supports and further develops the special relationship between the UK and the US, working at the forefront of international diplomacy in order to make a real difference globally.

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 401(k) programme. It also promotes a culture of flexibility which enables people to better maintain wellness through an excellent work/life balance approach that encompasses hybrid working, including working from home and flexible hours, where possible. In this role you would be working in a diverse international environment side-by-side with UK diplomats, armed forces personnel and other country-based staff operating across the British Government’s network of Consulates and Government Offices in the United States. This network provides a platform for approximately 30 Government departments and agencies to conduct their work in the United States and is made up of over 900 staff with a rich and diverse background, skill sets, and experiences.

This is a chance to directly contribute to the way in which both Governments collaborate and negotiate on BDSUS’ key priorities. The role will focus on policy advice and support for Minister (Defence), enabling them to do their job effectively by working closely with stakeholders. You will be expected to quickly gain an understanding of the priorities of each individual team in BDSUS, including those that are London based and how they contribute to BDSUS and wider defence objectives in order to shape policy on a range of thematic issues. You will have line management responsibility for an Executive Assistant and provide direction to the Residence Manager regarding events and management of the Minister (Defence) residence. The position comes with responsibility for the Minister’s hospitality and travel budget, including management of a corporate credit card.

The ideal candidate will be an effective communicator with strong attention to detail and able to work to tight deadlines. A previous history in or running a Private Office is useful, supporting your knowledge and understanding of security and international policy. This position requires extensive network building, and may include travel to think tanks, industry, Congress, and US government facilities, therefore the ability to create, manage and develop relationships is crucial. Previous policy experience is desirable as the position will require an understanding and overview of each department’s work and priorities to shape team outputs and provide advice and direction on behalf of the Minister.
The candidate will also be expected to obtain a Pentagon pass and hold higher security classifications.

Roles and responsibilities:

• Management of the Minister (Defence) Private Office.
• Together with the Military Assistant to the Defence Attaché, provide direction/coordination of wider Executive Assistants.
• Attending and supporting the Minister in internal/external meetings with those on the Hill, in the Pentagon, with industry and at events. Contribution and production of readouts following these meetings.
• Domestic travel with the Minister.
• Anticipating, commissioning from staff, and shaping briefings for the Minister ahead of international/domestic engagements, travel, negotiations, industry stakeholders, speaking opportunities and ministerial meetings.
• Influencing BDS team leaders, providing advice and policy guidance on behalf of the Minister.
• Triaging incoming information quickly, taking official records and moving forward any Minister (Defence) actions. Ensuring timely onward transmission; drawing urgent issues to the Minister’s attention; proactively briefing and drafting appropriate directorates and monitoring quality and timescales.
• Uphold the SPO ‘Pledge’ by challenging unreasonable or duplicate requests as well as noticing and facilitating areas of cooperation across teams.

Resources managed (staff and expenditure):

• Line management responsibility for the Executive Assistant to Minister (Defence).
• Oversight of the 2* Residence Manager (Grade AO) where their activities overlap with the Minister (Defence) office.
• Budget responsibility on behalf of Minister (Defence).
• Management of a corporate credit card.

• Knowledge and understanding of security and international policy.
• Ability to build strong networks and influence stakeholders.
• Excellent communication skills, including the ability to prepare reports, provide verbal briefings and capture discussions.
• Being able to spot emerging issues and connect the dots across multiple policy areas.

Language requirements:

Language: English
Level of language required: Fluent.

This position is open to UK British passport holders who also currently hold A visas and EADs only, who under US State Department requirements can be employed by the UK Government as non-diplomatic staff.

All selected candidates are subject to background checks and the post holder will require Developed Vetting clearance level.

• Previous experience in an outer office position, preferably as a Private Secretary.
• Ability to step back from the detail and consider strategic impact of developments and devise influencing strategies to deliver objectives.
• Able to operate with a high degree of autonomy, identify solutions and support the wider team.

The British Embassy and its US Network is committed to all employee’s ongoing learning and development needs. We offer a comprehensive platform for personalised learning for everything from soft skill development (communicating with impact, handling difficult conversations, time management) to more technical or professional skills necessary to complete your job (software training, formal qualifications etc.).

The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance.

Working patterns:

Requires standard working pattern of 40 hours.

Able to accommodate a varied working pattern, so long as it supports the Minister. Some work will be required outside of standard office hours to support engagements.

Regular contact with colleagues in different time zones.

Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.

Internal candidates must inform their supervisor before they apply to a different position. Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.

The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, gender identity, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.