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Front Office Manager

The Consulate General of Denmark in Silicon Valley is looking for a new Front Office Manager and Personal Assistant to the Consul General to join the Administration Team.

deadline august 9, 2021

The Front Office Manager will be part of a dynamic, fast-paced team that handles a wide range of tasks, ensuring the smooth operation of the Danish representation in Silicon Valley. The main tasks of the Administration Team include accounting, compliance, office management, HR support, and consular assistance to Danish citizens. The Front Office Manager is expected to take part in most of these tasks, while also managing the Consul General’s dynamic schedule and engagements.

Main tasks and responsibilities include, but are not limited to:

  • Responsible for the reception, including answering incoming calls and e-mails,
  • Assisting with compliance, accounting, and archiving,
  • Support the Vice Consul in providing consular assistance to Danish citizens in the US,
  • As Personal Assistant to the Consul General, responsible for the Consul General’s schedule and travels, including meeting and travel planning in a timely, strategic and efficient way,
  • Organize meetings and events for the Consul General, including communicating with stakeholders and handling related logistical assignments,
  • Coordinate the day-to-day facility management of the representation and the residences of diplomatic staff,
  • Lead on- and off-boarding of diplomatic staff,
  • Support logistically across the representation in connection with high-level visits.

Our Expectations

We expect that the Front Office Manager is service-minded and executes your daily tasks in a responsible manner. Since you will support the colleagues across the representation on a daily basis, it is important that you are a team player with excellent collaborative skills. You will be part of a busy representation and must be comfortable juggling multiple tasks at the same time and across time zones.

We expect that the Front Office Manager:

  • Has several years of professional experience with office management, administration, and/or secretarial and consular work from similar positions,
  • Has IT proficiency and solid skills within Microsoft Office,
  • Has strong verbal and written communication skills in both Danish and English,
  • Is service-minded, creative, and flexible,
  • Works in a structured, results- and detail-oriented way with excellent planning and coordination skills,
  • Knows how to develop, streamline and optimize processes,
  • Is a team player, who is also able to work independently with a positive attitude.

We Offer

The Danish representation in Silicon Valley is a mission-driven and open-minded workplace. We offer an opportunity to thrive and develop in an international and very inspirational environment while providing value to Denmark, Danish citizens, research institutions, and companies. We offer a local contract with salary and conditions regulated according to the Staff Rules of the Consulate General in Silicon Valley. We expect to fill the position as soon as possible. The position is on a contract basis and initially offered for a 2-year period with a possible extension.

Application and Recruitment Process

To apply for the position, please send your application (cover letter, CV, recommendations, and 2-3 references) in English to Head of Administration & Finance Diana Thiesen at svicdk@um.dk marked “Front Office Manager – Name” no later than August 9, 2021. In your application, please motivate why you are a good fit for the position.

The application deadline is August 9, 2021. We plan to conduct interviews in the weeks following the deadline. The chosen candidate must pass security clearance by the FBI and the Danish Authorities prior to appointment, and as this position is offered at a diplomatic mission you must be either US Citizen, Lawful Permanent Resident (LPR), or have an A2 visa (sponsored by us). The Consulate General is a diverse and inclusive organization, we value equal opportunities and therefore welcome applications from people of all qualified backgrounds regardless of nationality, race, sex, religion, age, or disability.

Questions

For any questions regarding the position, please contact Diana Thiesen at diathi@um.dk.

About us

The Danish Consulate General in Silicon Valley is part of the Danish Foreign Service. The Consulate General is an ambitious, high-paced, and dynamic workplace.

 

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