Executive and Internal Comms Assistant

4 days ago

Ottawa, Canada Foreign, Commonwealth & Development Office Full time
The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow. Job Category Foreign, Commonwealth and Development Office (Operations and Corporate Services) Job Subcategory Chancery, Communications, Press and Media, Private Office Job Description (Roles and Responsibilities)

Main purpose of job:

The British High Commission is seeking an Executive Assistant to work in the High Commissioner’s Office. This is a busy job at the heart of an important diplomatic mission in Ottawa. It offers a unique insight into the whole range of diplomatic activity and the opportunity to play a part in the dynamic partnership between Canada and the United Kingdom.

Roles and responsibilities:

Key responsibilities include:

Working with Head of Executive Office to respond to correspondence and requests to private office to triage requests and ensure they are managed in a professional and timely manner. Supporting Head of Executive Office as directed prioritise and liaise with: contacts ranging from the Prime Minister’s Office to CEOs and journalists. Working with the Head of Executive Office to assess which requests need to be agreed, and which events to attend, consulting staff across the network. Ensuring diaries are proactively managed including associated travel and logistics. Providing administrative support including drafting of responses, managing travel arrangements, preparing expense reports, helping compile and manage guest lists for events and visits. Working closely with Head of Executive Office and Residence/Events Manager to provide administrative support for events at the High Commissioner’s residence to ensure they run smoothly. Working with Deputy High Commissioner to define agendas, ensure attendance, prepare supporting papers, and take minutes of internal committees with follow up communications post meetings with DHC support. Managing the UK in Canada Mailbox. To provide cover to the Head of Executive Office and Residence/Events Manager during leave absences. The above list is not exhaustive, and there is scope for the right candidate to further shape the role. Essential qualifications, skills and experience Demonstrated experience in an administrative role. Excellent organisational skills and ability to work under pressure and to deadlines. Being able to prioritise is essential. Political sensitivity, discretion, and trustworthiness. Excellent team-working and interpersonal skills. Ability to take responsibility for decisions and to act independently. Strong oral and written communication skills, and the confidence to interact with very senior interlocutors. IT literacy – confidence using Outlook mailbox and calendar is critical, and familiarity with the wider MS Office suite including MS Teams and SharePoint is desirable. Fluency in spoken and written English. Legal status to live and work in Canada in your own right, from time of application. Desirable qualifications, skills and experience Proficiency in spoken and written French is an asset. Experience in comms and event management. Required behaviours Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Working Together Application deadline 14 July 2024 Grade Administrative Officer (AO) Type of Position Full-time, Permanent Working hours per week 37.5 Region Americas, Caribbean & Overseas Territories Country/Territory Canada Location (City) Ottawa Type of Post British High Commission Number of vacancies 1 Salary Currency CAD Salary CAD $4,759.95 monthly Start Date 16 September 2024 Other benefits and conditions of employment

Opportunity to travel within the Canada network and post holder will have access to the BHC’s excellent learning and development offer. 

The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and enriching learning and development opportunities. Please note the salary is non-negotiable. 

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