Main purpose of job:

The British Government’s Consulate in San Francisco has an exciting opportunity for a driven self-starter to join the Private Office team as the Events and Visits Officer. This opportunity is a rewarding role, which supports and further develops the special relationship between the UK and the US, supporting work 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 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 hybrid working, including working from home and flexible hours, where possible. In this role you would be working in a diverse international environment with UK diplomats and 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.

The position offers unique exposure to UK and US Government leaders and procedures. The Events and Visits Officer would be involved in organising all visits that come under San Francisco’s geographical remit: Northern California, Oregon, Washington, Idaho, Montana, Wyoming and Alaska.

They will lead on or support all visits by British Government Ministers, Parliamentary Committees, and senior officials, as well as outward visits by the senior consulate team. They will also orchestrate and organise high quality events hosted by the consulate – everything from high-level receptions to panel discussions and bespoke dinners.

The work of the Events and Visits Officer spans the broad spectrum of the consulate’s activity. The role sits within the Consul General’s Private Office, working directly with the Consul General and their team.

The ideal candidate will be an excellent project manager who thrives working in a busy office, often working on multiple visits and events simultaneously. They will ideally have a background in events/project management and be able to co-ordinate cross-functional teams.

The consulate in San Francisco has an ambitious People Plan and there are a number of opportunities to contribute to corporate life in a growing, friendly team.

Roles and responsibilities:

• Maintain an overview of upcoming high-level visits and events, working across the consulate to coordinate visit bids and identify and resolve scheduling conflicts.
• Lead on the organisation of all visits in consultation with the consulate team. To include: liaison with British Embassy Washington and the wider US network, coordination with local authorities and protocol offices, scheduling programmes and leading on visit logistics, e.g. transportation and accommodation, VIP port clearances, security clearances etc.
• Support and accompany visits as required, including Ministerial and other VIP visits as appropriate
• Organise outbound visits by the Consul General and Deputy Consul General.
• Lead on organisation of events at the consulate and at the official residence, in coordination with Private Office and the consulate team, managing logistics, invitations, guest speakers and VIP attendance, security etc.
• Coordinate and contribute to visit and events briefing packs
• Provide expert advice about visits and events to the wider team and visitors, establish and share best practice and develop and maintain visit guidance.
• Maintain a network of key stakeholders, including logistical contacts such as caterers, hotels, airlines, transport companies and other vendors.
• Implement and maintain all administrative processes relating to events and visits, including budgetary arrangements and the payment of invoices. Any other duties as assigned.

Please note that this role will include some work in evenings and weekends, when accompanying visitors or running events.

Resources managed:

While overall responsibility for budget management sits with the Consul General, the role holder will need to ensure our entertainment/events budget is well managed, in pursuit of UK Government objectives.

Working patterns:

This role is 40 hours a week, but does not require set working hours each day. Some out of hours working may be required, but this will be agreed in advance.

The British Embassy and its US Network embraces hybrid working, allowing its staff to typically work from home 2 or 3 times a week. The British Consulate San Francisco are currently working in the office on a Monday and Wednesday, plus one other day of their choice. We are an organization that also recognises the critical value of team work and we embrace and endorse collaboration by ensuring that all staff attend the office flexibly yet regularly.

Essential on arrival:

• A minimum of 2 years' relevant experience in a busy office environment is required. A previous role in meeting and event planning, logistics and / or executive assistance is preferred.
• Organized, detail-oriented, personable, and a self-starter able to work under their own initiative.
• A strong team player with excellent problem solving and judgement.

Language requirements:

Language: English

Level of language required: Excellent, fluency not essential

Other:

Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work. *A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defense Staff (BDS) outposts accept A or NATO visas.

Desirable:

• Previous experience dealing with VIPs or Bay Area C-suite execs is highly desirable.
  
• The ideal candidate would have some knowledge of the British civil service, British culture and protocol and familiarity with US state level government.
  
• Experience of, or an interest in the tech sector as well as a broad understanding of public diplomacy would be helpful.

Learning and development opportunities:

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.).

Other:

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. 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.