Defence Attaché Personal Assistant & Office Administrator – Le4 – Paris

The successful applicant will be engaged for a period of 4 to 6 months as a locally engaged staff member by the Australian Embassy, Paris. Candidates must possess a valid authorisation of work for France or the ability to obtain their own independently, as the Embassy cannot provide sponsorship.

Applicants interviewed for this position may be considered for any non-ongoing position at a similar level within the Australian Embassy, including the Permanent Delegation to the OECD and Permanent Delegation to UNESCO, that may arise at the Australian Embassy, Paris over the 18-month period from the date of the advertisement of this position.

Please be advised that the Australian Embassy, Paris does not assist with relocation. Any costs associated with taking up the position would be the responsibility of the successful candidate.

The Fair Work Act 2009 is not intended to apply to the employment of Locally Engaged Staff (LES) at Australia’s overseas diplomatic and consular missions. The successful candidate’s terms and conditions of employment will be governed by the laws of France.

About the Department of Defence

The Department of Defence protects and defends Australia and its national interests to advance Australia’s security and prosperity. Defence supports the Government of the day in delivering defence policy and works closely with international partners to promote regional and global security.

At the Australian Embassy in Paris, the Defence Section contributes to these objectives by strengthening defence relationships, supporting policy and industry engagement, and representing Australia’s interests in a complex and evolving strategic environment.

About the Position

This position is based in the Defence Office at the Australian Embassy in Paris and reports directly to the Defence Attaché (DA) Paris. The role combines high-level personal assistant support to the Defence Attaché with broader office administration, event coordination, and stakeholder liaison responsibilities for the Defence Section.

The key responsibilities of the position include, but are not limited to:

• Provide comprehensive administrative support to the DA, including diary management, scheduling appointments and meetings, and coordinating Defence representational activities.
• Manage and maintain the DA’s program and schedule through daily diary synchronisation, organising meetings, drafting correspondence, and handling RSVPs for commemorations and representational events.
• Coordinate DA travel, and support other staff travel, including responsibility for travel and accommodation bookings, production and approval of Defence Movement Requisitions.
• Prepare documentation for DA Representational Funds for approval and assist with financial acquittals.
• Produce background information briefs for DA activities including research on key leaders and historical events.
• Organise Defence and DA representational events, including venue and supplier liaison, guest list management, invitation design and distribution, décor setup, and on-site support.
• Management of local transport for DA and VIP visitors, including taxi bookings, hire vehicle reservations and liaison with Embassy drivers.
• Liaison with French and foreign military agencies and other Australian Government department representatives in support of DA program management, VIP visit coordination and event management.
• Responsible for the administrative coordination of all Defence residential tenancy leases in France.
• Database management, including representational events tracker, suitable venue list and Defence Office contacts.
• Coordinate and support Defence Office visit programs and events, including database management, pre-visit liaison, logistical arrangements, and preparation of materials for incoming delegations and VIPs.
• Assist the DA with proofreading, translating, and crafting correspondence in French.
• Responsible for the creation and editing of ANZAC Day and New Year voeux cards and assist DA with the coordination and conduct of Team Defence Australia events, as required.

Qualifications/Experience

• Demonstrated experience and proven ability in the provision of high level secretarial and administrative support.
• Demonstrated experience in event coordination and management.
• Demonstrated experience with French residential tenancy agreements.
• Ability to build and foster a broad network across the Paris-based diplomatic community, key war memorial and commemorative organisations throughout France and the French hospitality sector.
• Fluency in English and a high level of written and spoken French is essential.
• Demonstrated ability to undertake tasks with minimal supervision.
• Demonstrated capacity to work well within a small team environment.
• An understanding of Defence operating structures is desirable.
• Willingness to undertake occasional travel as required.

Security Requirements

• The holder of this position must be eligible for, and able to retain, a security clearance issued by the Embassy. To be eligible, applicants must be Australian citizens. Citizens of Canada, New Zealand, the UK or the USA may also be eligible and are also invited to apply.
• Due to security clearance requirements, applicants with dual French nationality with one of the above citizenships would not meet eligibility requirements.

Selection Criteria*

Please ensure you provide a response to each of the listed selection criteria below. In your response, you must include relevant high-level examples from your experience that support your claims against the role.

The word limit is strictly 250 words per response to each selection criteria. The panel may not assess responses which exceed the word limit. Applications must be submitted in English. Please note that French language will be tested during the interview.

A. Well-developed planning and organisational skills to manage multiple tasks and priorities in a high-volume, client-focused environment and achieve the required outcomes and deadlines.

B. An ability to communicate effectively both orally and in writing in French and English and to adapt your style according to the audience, including both internal and external stakeholders. (Please include an indication of your level based on the European Framework of Reference for Languages (ECRL).

C. Demonstrated ability to develop and support productive working relationships and work effectively in a small team, showing flexibility and initiative.

D. Demonstrated ability to plan, coordinate and deliver representational events and VIP support, including venue and supplier liaison, guest list and invitation management, logistical arrangements and event budget management.

E. Demonstrated ability to arrange local, domestic and international travel for executive staff, including the conduct of post‑travel financial acquittals in accordance with established procedures.

The Human Resources Section based in the Australian High Commission, London is responsible for managing all recruitment processes across the European region. To apply, please use the 'Apply' button below. Please direct any other queries to recruitment.london@dfat.gov.au.

We are committed to providing an inclusive and diverse workplace where all employees are valued. We appreciate the experiences, skills and perspectives of all individuals. We actively encourage applications from people from diverse backgrounds who share our values.

We are looking for a Defence Attaché Personal Assistant & Office Administrator to join the Australian Embassy, Paris.