Job Posting for Executive and Internal Comms Assistant - Executive Office (British High Commission Ottawa) at Foreign & Commonwealth 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:
The incumbent will have two key areas of focus. One is working closely with the Head of Executive Office, the job holder will provide support to the Head of Executive Office, supporting them in the smooth running of private office including diaries, travel, contact management, events, visits and other support tasks. The other key area of delivery will be supporting the Internal Communications work and using their position attached to Private Office to work with the wider Communications Team to identify and deliver opportunities for communications throughout the Canada network.
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.
Additional information
Must have the legal status to live and work in Canada.
The British High Commission and Canada Network supports business efficient Hybrid and Flexible Working for all employees. Employees within the Canada Network are expected to spend 60% of their working days in the office. Line Managers will ensure that Hybrid working patterns remain business efficient.
Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
The FCDO operates an agile workforce. To facilitate this, you may be required to undertake other duties from time to time as we may reasonably require.
Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.
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