Originally from Queensland, Gabrielle Edwards’ first PA role was in London. She returned overseas to work as an EA at the University of Auckland, and now she is EA to deputy head of mission at the Embassy of Australia in Washington DC, USA.
How did you become an EA?
Almost by accident! A friend offered me a short-term, temporary role. I jumped at the chance as my strengths are organisation and people management. Once I started, I fell in love with being an EA.
Tell us about the job you’re doing now.
I currently work for the deputy ambassador, who is referred to as deputy head of mission. I look after everything to do with his work life here in DC, ranging from his meetings, calendar and travel to the events he is hosting. The embassy is almost like a mini city. There are so many different aspects, and my role is very complex and demanding. My boss has constantly changing plans because Washington itself is a busy environment. From urgent meetings at the White House to retests from senior government ministers in Australia, we constantly move and shift things.
How do you get on with your boss?
You absolutely have to trust each other. I have to trust he’s got my back when I’m saying no and yes to things on his behalf. And he has to know I’ve got his back when he needs to change plans at the last minute to accommodate what’s coming. The key to building that trust was creating a healthy working relationship that included getting to know his strengths and weaknesses, and his likes and dislikes.
With positions like yours, it’s likely everyone in the building knows who you are. How do you cope with that?
There are more than 200 staff members, and I’m often told that I’m one of the most connected people here. The deputy head of mission is expected to be well across the day-to-day management of the embassy, so I have to help facilitate that. I have to make sure that he’s connected, he knows everything that is going on, he knows who’s who and what is needed. So, I’m the person everyone comes to, to make sure they all get the information that they need to move forward in their jobs as well. I thrive on this aspect of my role as I love getting to know people, and it keeps me on my toes.
What motivates you?
My motivation comes from the fact that I enjoy coming to work every day, and I love the challenge of my work. Every day is different. I love to be able to problem solve or work on new events or something that’s coming up.
How’s the work/life balance in your job?
Embassy life means constantly being busy, and I love that. Sometimes, it’s all-consuming, and then there are seasons when it’s a tad slower. Those times, however rare, give me a chance to breathe a little and ‘smell the roses’!
What is a typical day for you?
Every day is different. If we have a visitor, it could be organising lunch or an event. Yesterday it was a lot of diary management; shifting things around, making sure the schedule was clear and that everyone knew where they needed to be – and that briefings were given to who they needed to go to. Then some days are just full of meetings about what’s coming up and what’s happening.
Have you done any training and professional development?
I’ve never done any formal training as an EA. I didn’t go to university. I did a Certificate 4 in business administration. The skills I’ve learned for this role have been hands-on, absorbed from people around me. My classroom is on-the-job training, so to speak.
What’s the best thing about your job?
It’s so good to live and work in Washington, DC, but actually work for the Australian Embassy. It’s a ’pinch me’ moment. There have been so many opportunities, from the amazing state visit with the Prime Minister last year to going to the White House for the arrival ceremony and the opening of our new embassy. They were such huge events, but also once-in-a-lifetime moments that I will live with forever.
One of the biggest challenges faced this year?
One of my biggest challenges this year was that I had a change of boss halfway through the year. My boss returned to Australia at the end of his posting and a new one arrived in DC to start his time. I made sure the transition went smoothly, that one boss finished his time well and that things with the new one transferred across easily, and he was supported. My new boss is experienced and knows how to support the ambassador and other parts of the embassy that rely on him. But every embassy is different and it’s the behind-the-scenes things that I did to help him settle in as quickly and smoothly as possible. And that let him hit the ground running.
What advice do you wish you could have given yourself when starting out?
To learn to adapt quicker. It took me a while to learn that. I kind of thought that once I learned the job, I would be okay. But as an EA, things change all the time – even with the same boss. You need to be ready to adapt and constantly change because the best way to learn and grow is to ask. One thing I make sure of is that all the EAs in the embassy meet regularly and can exchange ideas. I feel like that is one of the best learning tools in this place.
What surprised you most about being an EA?
One of the things that surprised me when I first started was the influence I could have. I didn’t realise the impact an EA can have on his or her boss based on the relationship and respect that you build with each other. You can have great influence and can really make great changes.
The Embassy of Australia has more than 6,000 staff in Australia and overseas. It comes under the Department of Foreign Affairs and Trade with the main office in Canberra. For more info visit dfat.gov.au
