Senior Executive Assistant - Global Affairs Canada Locally Engaged Staff Recruitment /Affaires mondiales Canada Dotation des employés recrutés sur place

Summary of Duties:

The ideal candidate will have prior experience working for senior management of an organization.  The ideal candidate is innovative, action driven, flexible, thrives in a fast-paced environment, excels at managing multiple priorities, and is successful in communicating with all levels within the organization. This person is critical to the organization and success of our Leadership Team.

Under the direction of the Consul General (Head of Mission), the Senior Executive Assistant performs a range of executive and administrative support duties including:

-    Managing the agenda of the Consul General (scheduling and overseeing logistics for meetings - virtual and in-person, events and visits) as well as ensuring that materials and presentations for such meetings are developed.
-    Reviewing and preparing correspondence which requires the Consul General’s action or signature.
-    Coordinating, planning and organizing a wide range of activities related to meetings, hospitality, events or visits which includes making travel, accommodation and catering arrangements.
-    Preparing expense claims, invoices and budget reports to ensure efficient management and accountability of program funds.
-    Liaising closely with other programs within the Consulate as well as with external stakeholders to coordinate meetings, information and programming to help the Consul General deliver on Canada’s priorities.
-    Establish and maintain relationships, including with consulate resource persons.

-    Perform other tasks as needed. 

Area of Selection:

The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered based on merit. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada’s missions abroad are committed to promoting and supporting an environment free from harassment and discrimination, as well as encouraging and supporting employees to learn and develop their skills and competencies.

ESSENTIAL QUALIFICATIONS

Candidates will initially be screened against the Essential Qualifications relating to education, language* and experience.

Candidates must clearly demonstrate when applying to the position how they meet each of these essential qualifications.

*Language will be assessed further during the process. 

Education:

Candidates will be required to provide proof of the completion of their education.

• Bachelor’s or college degree from an accredited college or university;
  OR
• Two-year degree from a recognized institution AND a minimum of 3 years of relevant work experience.
  

Language:

• Advanced level of proficiency in English (oral and written)

Experience:

• Experience of at least 3 years in an administrative/executive assistant role supporting an executive in a fast-paced environment within private or public sector organizations; 
• Experience managing a budget and reporting expenses. Recent experience preparing budget reports and obtaining budget figures from accounting;
• Experience in working in a multi-disciplinary team involving developing relationships with internal and external partners and stakeholders;  and
• Experience in coordinating logistics for official travels, events and/or meetings.

*Recent experience is defined as within the last 7 years.

RATED REQUIREMENTS

The Rated Requirements are part of the essential qualifications and are relating to knowledge, abilities and competencies. Methods of assessment for rated requirements may include, but are not limited to, a written examination, an oral interview (online pre-recorded/live or in-person), role-play, practical tests, presentations and/or psychometric assessment.

Knowledge:

• Knowledge of administrative processes (ex: budgeting, reporting, expense claim preparation etc)
• Knowledge of Florida key institutions and business culture
  
  

Competencies:

• Client orientation
• Working with others and horizontal leadership
• Resilience and adaptability
• Judgement and discretion
• Intercultural proficiency
• Initiative and action orientation
  

Abilities:

• Ability to communicate effectively orally in English;
• Ability to communicate effectively in writing in English;
• Ability to use technologies such as MS Office applications, video conference systems, Slack, Visio, Zoom, Teams etc;
• Ability to research, compile, collate and analyze information, including the ability to manage budgets, prepare briefs and presentations;
• Ability to prioritize, organize workload, and work effectively under pressure; and
• Ability to organize events including managing guest lists and coordinating the activities of vendors.

Asset Qualifications:

Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications.

• The ability to communicate effectively in French, both orally and in writing
• The ability to communicate effectively in Spanish, both orally and in writing
• Experience working in a government office or a foreign mission

Operational Requirements:

• Normal hours of work for this position are in accordance with the Locally Engaged Staff (LES) regulations of 37.5 hours per week.
• Location of work: this position currently offers a hybrid work schedule (four days in the office and one day remote work). The successful candidate must be willing to work paid overtime during evenings and weekends, as required.

Conditions of Employment:

Conditions of employment must be met or complied with before being appointed to a particular position, and are to be maintained throughout the employment while being the incumbent of this position.

- Valid work authorization: Ability to obtain and hold a valid work authorization covering the entire employment period.

- Security screening: Obtain and maintain a Reliability Status (security level) which includes a criminal and credit background check from the Government of Canada covering the entire employment period.

Special Request from Mission / Additional Comments:

How to Apply :

• You must submit your application using the "Apply online" function. Only applications submitted via VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date.
• Do not include personal data such as; age, date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Please only include information relevant to the vacancy as requested in the job poster.
• You must clearly demonstrate in answering the screening questions how you meet the education and experience factors listed in the essential and asset qualifications. You must provide specific examples to demonstrate clearly how you meet the qualifications. Global Affairs Canada cannot make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient. Instead, you must provide concrete and detailed examples that clearly explain where, when, and how you gained the experience. No additional information will be sought beyond what you submit in your online application.
• Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may be used as a secondary source to validate the answers to the screening questions.
• Applications which do not include all of the requested documents or information and/or which are not received by the closing date will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to LES-E-Recruitment-WSHDC@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

Important Notes

• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• The language requirement for this position is identified under the essential qualifications (language). In consequence, the assessment process for this vacancy will be conducted in English.
• Communication for this process will be sent via email. It is the responsibility of the candidates to ensure accurate contact information is provided and updated as required.
• Candidates must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks may be sought for candidates who succeeded all of the assessments.
• Please note that the Consulate General of Canada in Miami does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
• As recently announced by the Government of Canada, the Policy for Mandatory Vaccination: Canada and the Mission Network is suspended as of June 20, 2022. The Government of Canada will continue to assess the need for additional public health measures, including the possible reintroduction of a vaccination mandate at a later date.
• We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please contact us at LES-E-Recruitment-WSHDC@international.gc.ca to request specialized accommodation. All information received in relation to accommodation will be kept confidential.
• The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time or full-time openings at the Consulate General of Canada in Miami which might arise following the completion of this selection process.
• For Canadian citizens/residents and Canadian dual nationals, please note that it is your responsibility to enquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada.