Jul 2

Job: Temporary Personal Assistant to the Political Section – Embassy of Japan (United Kingdom)

Posted by Sydney Sparrow. Click here to join the JETwit Jobs Google Group and receive job listings even sooner by email.

Position: Temporary Personal Assistant to the Political Section
Posted by:
Embassy of Japan (101-104 Piccadilly, London, W1J 7JT)
Location: United Kingdom
Contract: Full-Time; Temporary

Thanks to JET alum Keith Kelly of the CLAIR London office for sharing this opening:

Working hours: Monday to Friday, 9:30am to 6:00pm (Lunch hour: 12:45pm to 1:45pm) with the possibility of overtime work
Salary: TBD in accordance with qualification and experience
Application Deadline: 9 July 2021
Interviews: Mid-July 2021
Start Date: After 10 August 2021 (TBD)
Expected End Date: 8 August 2022 (TBD)
Interviews: Mid-July 2021

The Embassy of Japan in the UK is looking for a highly qualified and motivated person for the role of maternity cover for the Personal Assistant to provide secretarial and research support for diplomats.

You will support diplomats in charge of political, security and legal issues with research and work, together with other local staff in the Political Section.

About the Position

A Personal Assistant is responsible for keeping diplomats briefed and informed on current political and social affairs by daily news updates and research as well as administrative support and secretarial duties for diplomats. The key responsibilities of the Personal Assistant’s position include, but are not limited to the following:

  • Produce daily reports and databases from online news articles and other resources
  • Produce reports on political and social issues based on diplomats’ interests
  • Maintain and process all incoming and outgoing correspondence including contacts via post, email and telephone
  • Prepare, edit, summarise and draft documents including official letters
  • Liaise with internal and external stakeholders such as UK government departments, non-governmental organisations, businesses and other diplomatic missions
  • Arrange and facilitate meetings/appointments, conferences, receptions and events
  • Assist with administrative and logistical arrangements for the Embassy staff and for official visitors, including liaising with counterparts, hotels, venues and arranging transport
  • Undertake other administrative and secretarial duties as directed

Key Skills, Qualifications and Experience*

  • Fluency in both spoken and written English (native speaker level)
  • A professional demeanour, courteous and tactful
  • An ability to work confidently, on own initiative and under pressure
  • Good organisational, analytical and interpersonal skills
  • Experience using Microsoft Office such as Word, Excel, Power Point, Outlook
  • Experience handling general enquiries
  • Good telephone manner
  • Ability to contribute effectively as a member of a busy team
  • Willingness and availability to occasionally work out of hours
  • *Extensive experience is not necessary as long as the applicant is motivated, flexible and willing to learn.

The following would be an advantage:

  • Knowledge regarding UK legislation and systems, international relations and security
  • A command of Japanese or other languages
  • Proactive interest in Japan
  • Previous experience of working, living or studying in an international setting.

Application Process: Interested candidates should submit a CV (as detailed as possible, including educational record and job history) and covering letter explaining how you are able to meet the requirements for the position, along with your current salary, daytime telephone number and email address, by 9 July 2021, to apply-political2@ld.mofa.go.jp.

Applicants who have passed the initial screening will be contacted for an online paper test and online video interview by 14 July 2021. Only successful candidates will be contacted.


It is the Embassy’s policy that we do not give any kind of feedback of the paper screenings and interviews. Submitted documents will not be returned to applicants.

The Local Employee shall serve a probation period of six months immediately after the date of the start of the employment.

This job opportunity is only open to individuals holding a valid document proving their right to work in the United Kingdom and who are currently resident in the United Kingdom. All applicants must state that this right is obtained through citizenship, permanent residency or work permit in their application. Applicants not providing this information in their application will not be considered for employment. Short-listed applicants will be asked to provide, prior to interview, documentation to certify their legal right to work in the UK.

Embassy of Japan (Political Section) 101-104 Piccadilly, London, W1J 7JT Email for applications and enquiries: apply-political2@ld.mofa.go.jp (Enquiries by telephone or in person at Embassy will not be accepted.)

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