View Vacancy - Executive Assistant, British Consulate-General Montreal

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.
Foreign, Commonwealth and Development Office (Policy & Political roles)
Public Diplomacy

Main purpose of job:

The British Consulate General in Montreal is recruiting for an Executive Assistant to the Consul General. The position is vital to the smooth running of the Consulate General, the UK Government’s office in Quebec. The position is offered on a full-time, permanent basis starting as soon as possible, subject to successful security clearance. The jobholder must possess native-speaker level French and English (spoken and written).*

This is a varied and interesting role. The Executive Assistant will use their excellent administrative and customer service skills in a small, busy diplomatic mission that operates as part of the UK’s wider network of offices in Canada. Through supporting the Consul General and the wider team, they will contribute to the Consulate General’s work on investment and trade; science and innovation; and political and public affairs. 

* Please note that being fully bilingual is critical to this role. All applications that do not meet this requirement upon further assessment will be unsuccessful.

Specific responsibilities:

·         Support to the Consul General, allowing them to carry out their duties effectively: diary management, scheduling meetings, maintaining contacts databases, writing official correspondence and and/or translating English texts into French for CG’s correspondence, preparing expense reports, arranging travel and other bookings, preparing background material for meetings, protocol liaison, facilitating maintenance of CG’s Residence, greeting visitors and preparing refreshments, ad hoc administrative support.

·         Office Manager, ensuring the smooth functioning of the Consulate General: liaising with suppliers and vendors, organising office maintenance and/or security upgrades, answering general inquiries, handling visitors at front door, managing office supplies, arranging mail services, overseeing official vehicle maintenance and usage, acting as local lead on IT and information management, overseeing office health and safety, assisting with crisis preparedness, completing financial processes as required.

·         Events, visits and other projects: Flexible support to the wider team through assisting with different projects as required. Event management: assisting or overseeing event planning and delivery, including issuing invitations, managing RSVPs, liaising with venues and arranging catering. Support on incoming official visits, including overseeing logistics, maintaining programmes and coordinating briefing and reports. Ad hoc support, for example assisting colleagues with research.

Resources managed:

The jobholder will play a role in managing the budgets of the Consulate and of ad-hoc projects. 

 

Essential:      

·         Fully bilingual (native speaker level) French and English

·         Excellent written and oral communication skills

·         Strong IT skills, including MS Teams, Outlook, Excel, Powerpoint and Word

·         Good organisational and prioritisation skills

·         Good interpersonal skills, able to form strong working relations including virtually

·         Attention to detail whilst grasping the bigger picture

·         Ability to ensure value for money in dealings with vendors and suppliers

·         A positive and flexible team player, willing to help others and take on new tasks.

·         A professional demeanour, remaining calm dealing with difficult customers and confident greeting senior stakeholders

·         Familiarity with and knowledge of Quebec

·         Familiarity with or knowledge of the UK

·         Driver’s license

Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
29 January 2023
Administrative Officer (AO)
Full-time, Permanent
37.5
Americas, Caribbean & Overseas Territories
Canada
Montreal
British Consulate General
1
CAD
4,469.44
13 March 2023

Must have the legal status to live and work in Canada.

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.

Learning and development opportunities

We offer enriching learning and development opportunities for all staff. The jobholder will be encouraged to undertake developmental training relevant to the position and to and participate in wider learning and development opportunities. The role is an excellent opportunity to develop your administrative, project management and service delivery skills. For those seeing this role as a stepping stone in their career, it also offers scope to gain exposure to wider diplomatic work.  

We promote flexible working opportunities, where operational and security needs allow.

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.

This opportunity is closed to applications.