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Senior Administrative Assistant

Embassy of the Kingdom of the Netherlands
  • Location
    Washington, D.C.
  • Sector
    Government
  • Experience
    Early Career / Mid Career
  • Posted
    Yesterday
  • Location Type
    Onsite

Position description

Monthly gross salary starts at $ $ 6.156 gross (pay scale 6, step 0, based on 40hrs/wk) depending on education and experience (no rights can be derived from this indication).

401K Plan is offered. Health/Dental/Vision is provided on a 72%-28% Employer-Employee basis.

      • This vacancy is open to internal (local employees and partners of officials posted to a Mission in the US) and external candidates. If a local employee and a partner of an official posted to a Mission are equally qualified, the local employee shall be given priority. Furthermore, if an internal candidate and an external candidate are equally qualified, the internal candidate shall be given priority.
      • As per US Citizenship and Immigration Services (USCIS), employers in the US are required to ensure that all employees have the legal right to work in the US.

The Netherlands Embassy / Consulate General cannot sponsor any work permits for families.

Job profile

Date: 19 September 2025

A. BASIC DETAILS

Establishment post no. : 63377600

Job title : Management assistant (sr adm assistant)

Mission : Washington D.C.

Job level : scale 6

Number of hours : 40

SPECIFIC INFORMATION

In this job you will work both for the Deputy Head of Mission (DCM) and the Political Department. The DCM is responsible for the daily internal management of the embassy and represents the Embassy externally as Minister Plenipotentiary. The Political Department contributes to smoothly running bilateral relations between the Kingdom of the Netherlands and the United States of America from a political policy point of view, for instance about the foreign policy of both countries. To this end it maintains and active network with the Administration, Congress, think tanks and academia. It also actively supports incoming visits by Dutch civil servants and VIP’s. The Political Department organizes multiple smaller and bigger events, like dinners, roundtables and VIP visits (also incoming from the Netherlands).

The DCM and the Political Department, together with other Departments in the embassy, also advise the Ambassador.

The management assistant provides the DCM and the Head of the Political Department with secretarial/administrative/organizational support. The management assistant plays a central role in organizing and implementing programs and events for the DCM and the Political Department, in close collaboration with the involved policy officers. These events can take place at the embassy, one of the residences or at an external location. When needed, for instance in relation to bigger events hosted by the embassy, the management assistant will also help out colleagues at other Departments.

The management assistant is the point of contact for external parties, can quickly switch between tasks and can realistically assess the urgency and importance of tasks. The management assistant is aware that Embassy staff represent the government of the Kingdom of the Netherlands, and conduct themselves accordingly. The management assistant has a good sense of the functional relationships within the mission and acts in accordance with the requests/instructions of the manager and/or staff. The management assistant provides immediate support, refers people to the right information, or connects them with the appropriate expert. The management assistant checks the progress of tasks and, where necessary, sends reminders. The management assistant exercises due care in regard to personal and confidential information.

The management assistant is responsible for managing the appointments calendar and the official email inbox of the DCM, the calendar of the Head of the Political Department and the general inbox of the Political Department.

B.1.1 RESULT AREAS AND RESULTS

        • Events and visits are successfully organized.
        • The importance and urgency of a given task is correctly assessed. Deadlines are respected.
        • Progress on completion of tasks is monitored and reminders promptly sent out when needed.
        • Information is effectively provided and supplemented.
        • Secretarial and administrative tasks are performed properly, in accordance with agreements and guidelines.
        • Administrative, logistical and organisational processes and procedures are followed closely.
        • External parties, including at times Dutch VIP’s, are dealt with in an appropriate and

proper fashion, and their enquiries or requests are either resolved or forwarded to the

correct person.

        • Appointment calendars for the DCM and the Head of the Political Department and designated email inboxes are kept in good order, in accordance with the manager’s requirements.
        • Interests/consequences between requests/questions are effectively identified.
        • The management assistant is an effective linchpin between the mission, the ministry and external parties.
        • There is close contact and cooperation with the management assistants at other Departments in the embassy.

__________________________________________________________________________

B.1.2 TASKS

        • Manages the activity overview and visitors overview of the department for discussion during the weekly meeting with members of the Department.
        • Manages official DCM and general Political Department email inboxes and other incoming and outgoing correspondence and communication.
        • Replaces the management assistant of the Ambassador in her absence.
        • Provides specific administrative, logistical, and organizational support for activities, visits and events, including drafting the programs and sending out invitations in close coordination with the responsible policy officer in the team.
        • Manages the Request for Visit system at for example the NSC and State Department.
        • Is responsible for relations management (files in Excel and/or software database, keep it up to date).
        • Supports new colleagues at the Political Department in getting up and running in the embassy.
        • Helps organize - and participates where needed - in Port Courtesy for high ranking VIP’s.
        • Welcomes and guides visitors for the DCM and the Political Department.
        • Replenishes office supplies.

B.2 FRAMEWORK

The Head of the Political Department is the line manager for the management assistant.

The management assistant is both accountable to the DCM and the Head of the Political Department. Working agreements are made with both in close communication.

B.3 CONTACTS

        • Internal: Ambassador, DCM, colleagues within the Political Department, other embassy departments and the management assistant of the Ambassador. Especially close contact and cooperation with the management assistants for the Economic, Defense and Cultural and Press Departments.
        • Internal: Ministry of Foreign Affairs in The Hague.
        • External: other embassies, Department of State, National Security Council, Department of Justice, Department of Defense, Congress, think tanks, Dulles airport, government agencies and institutes, industry, caterers to establish appointments and arrangements.

B.4 KNOWLEDGE AND SKILL REQUIREMENTS

        • Able to work largely independently.
        • Has excellent planning, organizational and coordination skills.
        • Knowledge of management assistance working methods, secretarial work and general secretarial/administrative procedures and regulations.
        • Knowledge of standard documentation, sharepoint and archiving techniques.
        • Skilled in receiving and dealing with other staff and third parties.
        • Skilled in collecting and presenting data clearly, and in generating management information.
        • Skilled in secretarial/administrative work, and in coordinating information flows and processes (while weighing up consequences, interests, priorities, etc.).
        • Skilled in serving as a link between management and third parties (internal BZ, external parties and foreign contacts).
        • Some understanding of political and civil-service interests and sensitivities, of primary processes and of administrative, organizational and functional relationships.
        • Skilled in Word, Excel, Outlook, online applications and curiosity to learn new skills in this domain, including AI.
        • Perfect knowledge of Dutch and English (speaking and writing).

COMPETENCES

The management assistant:

        • Is results-oriented (taking time and quality of work into account).
        • Has the ability to work smoothly in a team.
        • Is responsible and discreet.
        • Is curious and can indicate willingness to learn.
        • Is flexible.
        • Is stress resistant.
        • Is accurate.
        • Is customer-oriented.
        • Is sensitive to the needs of the organisation.
        • Is well presented.

B.6 LEVEL OF EDUCATION / ADDITIONAL TRAINING AND KNOWLEDGE

        • Secondary vocational level (MBO)
        • Relevant work experience (minimum 5 years).
        • Familiar with the role of an embassy and preferably experience with government/large scale institutions.

C. WORK ENVIRONMENT

C.1

The embassy in Washington, D.C. is the largest bilateral embassy of the Netherlands with approximately 100 employees. Almost all the Dutch ministries and some of the Caribbean parts of the Kingdom have one or more representatives at the mission. About 50% of the employees is expat, the other 50% locally hired.

Besides the embassy in Washington D.C. the Kingdom of the Netherlands also has five Consulates-General in the US (New York, Chicago, Miami, San Fransico, Atlanta) and multiple business support offices.

C.2

The Political Department consists of around 15 people with various tasks and representing various ministries in the Netherlands. It also works with interns and trainees.

D. STAFF MEMBER PROFILE

The management assistant likes to work in an international context and has a tangible relationship to the Netherlands. The management assistant has a “can-do” mentality, is hands-on, fast and focused on output. The management assistant is aware of the time difference with the Netherlands in the daily work. Work events sometimes take place outside standard office hours. The Political Department on occasions also meets up for internal social gatherings outside of office hours to enhance social cohesion.

E. OTHER INFORMATION

The management assistant needs to be able to handle classified information. Therefore, a security clearance provided by the Dutch General Intelligence and Security Service is mandatory. To obtain this clearance, you must fill out an application form with personal information, and the Service must be able to obtain the necessary information to provide the requested clearance.

This position is for a period of 24 months with a probationary period of two months and may be extended after two years.

Minimum monthly salary $ 6.156 gross (pay scale 6, step 0, based on 40hrs/wk).

Start date: asap

The Netherlands Government celebrates all forms of diversity and is deeply committed to foster an inclusive environment within its organization.

CONTACT

Head of PA, email: [email protected]

Job Type: Full-time

Pay: From $6,156.00 per month

Benefits:

      • 401(k)
      • 401(k) matching
      • Dental insurance
      • Employee assistance program
      • Employee discount
      • Flexible schedule
      • Health insurance
      • Life insurance
      • Paid time off
      • Parental leave
      • Professional development assistance
      • Retirement plan
      • Vision insurance

Education:

  • Associate (Preferred)

Language:

  • Dutch (Preferred)

Work Location: In person

Application instructions

Application letters together with resume should be submitted to:

Embassy of the Kingdom of the Netherlands

[email protected]

The Embassy of the Kingdom of the Netherlands in Washington DC has a full time (40 hours per week) vacancy for a Management Assistant (Senior Administrative Assistant) at the Political Department. This job will be offered at pay scale 6 for a fixed term of 2 year, with a probationary period of two months. (see enclosed job description).

For more information about this vacancy please contact:

The head of the Political department at[email protected]

Closing date for applications: October 1st 2025

Starting date: as soon as possible.

Monthly gross salary starts at $ $ 6.156 gross (pay scale 6, step 0, based on 40hrs/wk) depending on education and experience (no rights can be derived from this indication)