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Senior Executive Assistant

Embassy of Canada in the U.S.
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Summary of Duties:

Work in the dynamic field of diplomacy without having to leave the country!  

 

The Consulate General of Canada in Seattle is seeking an organized and detail-oriented Senior Executive Assistant to provide administrative and operational support to the Consul General. 

 

At the Consulate General of Canada in Seattle, we value work-life balance, and our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture.

 

Check out our benefits package and information on employment eligibility at: Jobs at our offices in the United States (international.gc.ca) 

 

The ideal candidate will have prior experience working for senior management of an organization. 

 

We are seeking a candidate who is innovative, action driven, flexible, reliable, excels at managing multiple priorities, can communicate effectively and develop and maintain positive relationships. 

 

Under the direction of the Consul General of Canada, the Senior Executive Assistant performs a range of duties including:

  • Coordinating logistics for official travels, events and meetings.
  • Managing a budget.
  • Liaising with internal and external stakeholders.
  • Managing the Consul General’s agenda.
  • Preparing and reviewing correspondence.
  • Performing other tasks as needed.  

 

Area of Selection:

This selection process is open to applicants legally residing in the Seattle metropolitan area at the time of appointment. Candidates must be legally authorized to work in the United States.

Please note that The Consulate General of Canada in Seattle does not sponsor work authorizations directly or indirectly.

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.

  • Minimum of three-year degree from an accredited college or university

OR

  • Acceptable combination of training and relevant work experience for a minimum of three years.

 

Language:

  • An advanced proficiency level in English 

 

Experience:

  • Experience of at least three years in an administrative or executive assistant role for a senior manager in a fast-paced environment.
  • Experience managing an organizational budget.
  • Experience coordinating logistics for official travels, events and/or meetings.
  • Experience in working in a multi-disciplinary team involving developing relationships and liaising with internal and external stakeholders.

Your experience must have been gained within the last seven years, in private and/or public sector organizations.

 

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 (e.g.: budgeting, scheduling, reporting, managing information, etc.)

 

Competencies:

  • Focus on quality and detail
  • Interpersonal relations and teamwork 
  • Resilience and adaptability
  • Judgement and discretion
  • Initiative and action orientation
  • Client Service Orientation  

 

Abilities:

  • Ability to communicate effectively in English (orally and in writing).
  • Ability to use technologies (e.g.: MS Office applications, video conference systems).
  • Ability to research, compile, collate and analyze information (e.g.: managing information, managing budgets, preparing presentations).
  • Ability to prioritize, organize workload, and work effectively under pressure.
  • Ability to organize official events.

 

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.

  • Experience working in a government or diplomatic office.
  • Experience working in an intercultural environment.
  • Ability to communicate in French, both orally and in writing.
  • Knowledge of Pacific Northwest institutions and business culture.

 

Operational Requirements:

  • This is a full-time position, with a schedule of 37.5 hours per week, Monday to Friday.
  • This is an in-person position at the Consulate General of Canada in downtown Seattle. There could be flexibility for hybrid work after a probatory period of one year.
  • You must be willing to do limited paid overtime during evenings and weekends when needed.
  • Since we are a Canadian diplomatic office, we observe a combination of U.S. and Canadian statutory holidays, which means you will be required to work on certain U.S. holidays.

 

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:

We offer a competitive salary, generous time off, 12 weeks of paid parental leave and a strong benefits package including medical and dental care, long-term disability and a retirement savings plan. Here is our benefits package and employment eligibility information: Jobs at our offices in the United States

We will check the references of all candidates who have passed all assessments as part of this recruitment process. Therefore, if we contact your references, it does not mean that you will be offered the position.

Recruitment for this position - from the announcement of the position to the successful candidate's entry into office - can be a lengthy process (three months or more).  

 

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 Seattle 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 Seattle 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.