Senior Executive Assistant - Consulate General of Canada in New York
Summary of Duties:
The Consulate General of Canada in New York seeks an organized and detail-oriented Senior Executive Assistant to provide administrative and operational support to the office of the Consul General.
The Senior Executive Assistant to the Consul General performs a range of executive and administrative support duties, including:
- Coordinates and delivers administrative support to the office of the Consul General;
- Coordinates, plans and organizes a wide range of activities related to meetings, hospitality, events or visits, which includes making travel and accommodation arrangements;
- Schedules and oversees protocol and logistics for in person and virtual meetings, events and visits, including events at the Official Residence and at the Consulate office;
- Prepares expense claims, invoices and budget reports to ensure efficient management and accountability of program funds;
- Oversees the daily agenda of the executive and their mailbox;
- Reviews and prepares correspondence which require the Consul General’s action and signature;
- Liaises with section heads and teams within the Consulate and with the offices of senior officials at; headquarters, foreign governments present in territory, industry representatives, executives in the private sector, and other local interlocutors.
- Performs other duties as required.
Area of Selection:
Open to all applicants legally residing in the New York region 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 New York 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.
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.
Candidates will be required to provide proof of the completion of their education.
- Bachelor’s degree from a post secondary institution
- an equivalent combination of training, education, and experience.
- Advanced proficiency in English (reading, writing, comprehension, and speaking)
- A minimum three years' experience in an administrative role supporting an executive(s) in a private or public sector organization and;
- Recent experience* working in a high-intensity environment within a complex corporate or public sector organization.
*Recent is defined as within the last 7 years.
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 of administrative processes (ex. budgeting, reporting, expense claim preparation, etc.);
- Knowledge of event management practices;
- Knowledge of New York institutions and culture; and
- Proficient in Microsoft Office Suite, including: Word, Excel, Power Point, and Outlook and internet research.
- Professionalism with strong interpersonal skills;
- Attention to Detail;
- Strong Judgement and discretion;
- Adaptable and Flexible; and
- Teamwork and Cooperation.
- Ability to communicate effectively and accurately in English (oral and written), including the ability to prepare professional documents such as briefs, scenarios, reports, correspondences and budgets;
- Ability to manage logistical arrangements and details for travel, in-person and virtual meetings and receptions;
- Ability to effectively handle scheduling requests involving senior executives and high-level officials; and
- Ability to prioritize and organize workload, and work effectively under pressure.
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.
- Experience working in government or a foreign mission.
- Recent experience* in providing financial and expense reporting support services and forecasting of resource requirements.
- Recent experience* organizing events including managing guest lists and coordinating the activities of vendors/suppliers.
*Recent defined in the last 7 years.
- Normal hours of work for this position are in accordance with the Locally Engaged Staff(LES) regulations of 37.50 hours per week.
- Location of work: Mostly in-office, there is some hybrid flexibility (generally three days on-site per week; two days’ remote work with manager approval) depending on work priorities.
- Occasional overtime, including evenings and weekends, will be 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:
Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture.
Canada’s strength is diversity and it has played a key role in Canada’s history and development. Because of this, the Consulate General of Canada in New York values diversity, equity, and inclusion in our workforce.
We offer a competitive salary, generous leave, 12 weeks of paid parental leave and a strong benefits package that includes medical, dental, long term disability and a retirement savings plan. Please find a summary of our benefits package and information on employment eligibility at: https://www.international.gc.ca/country-pays/us-eu/jobs-emplois/index.aspx?lang=en
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.
- 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 New York@embassy26the Consulate General of Canada in New York 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 New York 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.