The Embassy of Finland in Rome is looking for an Ambassador’s assistant
The Embassy of Finland in Rome is seeking a highly organized, proactive, and service-oriented Executive Assistant to the Ambassador. The position supports the Ambassador and contributes to the efficient functioning of the Embassy's leadership.
The Embassy of Finland in Rome is seeking a highly organized, proactive, and service-oriented Executive Assistant to the Ambassador. The position supports the Ambassador and contributes to the efficient functioning of the Embassy's leadership.
The deadline for applications is September 13th at 23:59. The position is to be filled as soon as possible, or to be agreed upon, initially with a fixed-term contract of one year (12 months).
Responsibilities
- Manage Ambassador’s calendar, travel arrangements, expense reporting and correspondence.
- Organize diplomatic functions and events at the residence, including luncheons, dinners, and receptions.
- Draft official Embassy correspondence in Italian and English; compile verbal notes and official letters.
- Assist in high-level dignitary visits from Finland; take lead of the ceremonial functions and protocol arrangements, as well as drafting official programmes.
- Provide customer service through Embassy switchboard and receive and welcome guests at the chancery.
- Maintain records and contact databases.
- Other tasks assigned by the Head of Mission.
Requirements
- Bachelor's degree in business administration, international relations, public affairs or equivalent professional qualification.
- Previous experience as an executive assistant, administrative assistant, or similar role supporting senior leadership.
- Excellent organizational and time-management skills with strong attention to detail.
- Ability to manage multiple priorities and work effectively under pressure.
- Fluent Italian and English skills (at least level C1 in speaking/reading/writing). Knowledge of Finnish or Swedish is considered an advantage.
- Excellent IT skills and ability to learn new software and applications easily. Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to handle confidential information with discretion.
- Good knowledge of the Italian public sector and institutions.
The successful candidate is capable of working independently without oversight, taking initiative, and managing multiple priorities in a diplomatic environment. The Executive Assistant will act as the Ambassador's primary administrative support, coordinating meetings and liaising with a wide range of stakeholders, such as government officials, different diplomatic missions, international organizations, and private sector representatives.
We offer
- The gross salary is EUR 2,400 per month and is paid in 14 annual instalments, in accordance with the Italian collective labour agreement for the commercial sector (CCNL Commercio).
- An annual wellbeing benefit, which may be used for sports, cultural, and leisure activities.
- 26 days of annual leave per year, in addition to public holidays and other leave entitlements provided by applicable legislation and the collective labour agreement.
A precondition for appointment to the position is passing a security clearance. A personnel security clearance may be obtained for the applicant with his or her consent (Finnish Security Clearance Act 726/2014). For more information on the security clearance procedure and the rights of the person subject to clearance, visit www.supo.fi.
The applicant may also be subject to a personal security clearance in the country of employment, for which the Mission will provide further information.
The position will be filled as soon as possible, or subject to agreement. Initially, the employment contract will be for a fixed term of 12 months, with the possibility of a permanent appointment following the initial term. Locally recruited staff are subject to Terms and Conditions of Service according to the local Italian employment law. For matters not covered by Italian employment law, the Embassy applies the relevant policies and guidelines of the Ministry for Foreign Affairs of Finland.
How to apply
Please send a cover letter and a curriculum vitae in English and in PDF format latest by 13 September 2026 to the embassy’s email address [email protected]. Please use title/subject line: Ambassador’s assistant. Please do not include any other attachments in the email. Late applications will not be considered. All applications will be checked against the use of AI.
Failure to comply with the instructions will result in disqualification of the candidature.
Kindly note, that only shortlisted candidates will be contacted and invited to an interview.
For more info about the position
You may send your inquiries in English to the Embassy’s email address [email protected]. Unfortunately, we are unable to accommodate phone inquiries.
Additional information
The Ministry for Foreign Affairs of Finland and the Embassy of Finland in Rome will process the personal data you provide with due diligence and in accordance with EU data protection legislation. The Embassy will not disclose your personal data to any third parties without a lawful reason. By applying for a job, you accept the terms of data protection practice and give your consent to the processing of your personal data.