Senior Executive Assistant (HOM Executive Assistant)

Job Description

Term Details: This position is a Locally Engaged Staff position, subject to the Terms and Conditions of Employment for LES in Australia.

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SUMMARY OF DUTIES

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This process is to fill a Senior Executive Assistant position in the Consul General's Office at the Consulate General of Canada in Sydney. This recruitment process is for a parental leave position for a period of 12 to 24 months. The process will also be used to establish a pool of qualified candidates who may be considered for other administrative positions within the Consulate General.

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This position provides senior-level administrative and operational support to the Consul General and management, including in areas such as managing correspondence and communication, managing schedules and appointments, liaising with internal and external stakeholders, reviewing and coordinating invitations and engagements, coordinating travel arrangements and claims, managing budgets and hospitality claims, and coordinating official activities and events. Responsibilities may also include research and supporting operational projects and, as required, supporting the management of the Official Residence.

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Incumbents are expected to deliver services with a strong focus on client service excellence and may be assigned additional duties as required. The incumbent serves as an important point of coordination between the Consul General, Mission programs, Canadian headquarters, Australian partners and other key stakeholders and contacts.

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AREA OF SELECTION

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This selection process is open to all applicants, who are residing and legally authorized to work in Australia, including Embassy employees, Canada-based staff spouses and their dependent children of at least 16 years of age, who meet all the essential qualifications and whose applications are received by the closing date.

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The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or other factor. 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.

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ESSENTIAL QUALIFICATIONS

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All essential qualifications will be assessed. Methods of assessments and screening of candidates may include but are not limited to: verification of credentials, resume and letters of presentation; interviews, exams and practical tests; presentations or other types of assessments.

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Education

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This position requires:

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• Successful completion of a bachelor's level university degree from a recognized institution or an equivalent combination of education and work experience.
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Note: Candidates will be required to provide proof of their education

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Language

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The Following languages and proficiency levels are required for this job. Candidates will be formally assessed or requested to provide proof of certification on these levels.

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• An advanced proficiency level (reading, writing, comprehension, and speaking) in English.
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Experience

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In order to perform the duties relevant to this job, the following experience is required.

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• Experience in providing executive or senior-level admin support to a senior exec, government official, public official, CEO or equivalent
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• Experience in calendar management involving complex internal and external schedules, priorities and competing interests
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• Experience coordinating domestic and/or international travel arrangements and itineraries.
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• Experience managing confidential or sensitive information and exercising discretion
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• Experience establishing and maintaining effective relationships with senior officials and external stakeholders
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• Experience managing and reporting on operational budgets, expenditures, financial commitments and transactions
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All competencies will be assessed. All competencies must be met prior to appointment.

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• Knowledge of the role and responsibilities of a Consul General and the operating environment of a diplomatic or consular mission
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• Analytical Thinking (Strategic Thinking and Decision Making)
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• Achieving Results (Organizational and Coordination)
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• Achieving Results (Initiative and Action Orientation)
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• Communication and Relations (Written Communications)
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• Communication and Relations (Oral Interaction)
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• Communication and Relations (Networking and Alliance Building)
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• Fundamental Behaviours (Resilience and Adaptability)
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• Fundamental Behaviours (Judgment and Discretion)
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*For more information on competencies: Competency Dictionary

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Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications.

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• Fluent French, spoken, written and comprehension
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• Previous experience working in a diplomatic mission, consulate, embassy, government department or international organization
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• Experience supporting official visits, diplomatic engagements, high-level meetings, receptions or other representational activities
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• Experience working directly with senior government officials, diplomatic representatives, business leaders or other high-level external stakeholders.
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• Experience using enterprise financial or administrative systems, including SAP or comparable systems.
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• Experience using Microsoft 365 or comparable office productivity and collaboration tools.
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• Experience supporting the management of an official residence, including official functions and receptions.
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OPERATIONAL REQUIREMENTS

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Operational requirements will be assessed on a "meet/does not meet" basis and can be used to determine right fit of a candidate for the position.

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• Working hours are Monday to Friday, 37.5 hours per week – 8:30 to 16:30
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• Must be available for occasional duties outside normal working hours (i.e., evenings and weekends), sometimes on short notice.
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CONDITIONS OF EMPLOYMENT

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Conditions of employment must be met or complied with before being appointed to a particular position. They are to be maintained throughout the employment period.

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• Valid work authorization: Ability to obtain and hold a valid work authorization covering the entire employment period
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