Opening for An Administrative Assistant in General

3 weeks ago


Ottawa, Canada Embassy of Japan Full time

**Opening for an Administrative Assistant in General Affairs Section**

**1. Job Summary**

The Administrative Assistant will provide administrative support to the officers in the General Affairs Section. Primary duties include but not limited to:

- Making official Embassy vehicle operational arrangements
- Taking care of mails / diplomatic pouches / parcels / newspapers and periodicals to and from / within the Embassy
- Liaising with outside businesses in administrative matters, including necessary start-up matters for newly arrived diplomatic officials
- Drafting, editing and proofreading official correspondence
- Supporting overall operations of the Embassy
- Other miscellaneous secretarial and administrative support duties as necessary and instructed, including to cover and substitute a staff with clerk/administrative assistant position.

**2. Period of Employment**

A two-year contract commencing June 1, 2023 (TBD) with three-month of probation period. The contract is renewable.

**3. Requirements/Qualifications**
- A post-secondary degree or diploma
- Minimum of one year of executive assistance or administrative experience
- Excellent professional communication skills, both written and verbal
- Strong command of English language and good editing skills
- Bilingualism (French/English) and a command of Japanese an asset
- Standard computer skills, including Microsoft Word, Excel, PowerPoint, and Outlook
- Have a friendly and service oriented personality and professional demeanor
- Understanding importance of teamwork
- Canadian citizenship or permanent resident status in Canada

**4. Work Conditions and Benefits**
- Working hours: 09:00 - 17:00, Monday - Friday (excepting Embassy holidays)

*Overtime may be required on evenings or weekends in the case of extraordinary events, state visits, or when otherwise requested
- Leave: annual leave with pay, sick leave with pay
- Benefit: Long-term Disability Insurance, Dental Insurance and Medical Insurance, after three months of employment
- Salary: to be determined according to skills and experiences

**Job Types**: Full-time, Fixed term contract

**Benefits**:

- Disability insurance

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: One location

Application deadline: 2023-04-14
Expected start date: 2023-06-01



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