View Vacancy - Executive Assistant Private Office

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:

Working closely with the High Commissioner’s Chief of Staff, the job holder will provide support to the Deputy High Commissioner and the High Commissioner ensuring the smooth running of their private office including diaries, travel, contact management, events, visits and other support tasks. Key responsibilities include :

·         Acting as contact point for calls, correspondence and requests for Deputy High Commissioner and  High Commissioner, working with Chief of Staff to triage requests and ensure they are managed in a professional and timely manner.

·         Diary management: prioritising, liaising with contacts ranging from the Prime Minister’s office to CEOs and journalists. Working with the Chief of Staff 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 Chief of Staff and Residence/Events Manager to provide administrative support for events at the High Commissioner’s residence to ensure they run smoothly.

·         Support organisation of internal committees, working with Deputy High Commisioner to define agendas, ensure attendance, prepare supporting papers and take minutes

·         The above list is not exhaustive, and there is scope for the right candidate to further shape the role.

·         To provide cover to the Chief of Staff and Residence/Events Manager during leave absences.

Essential on arrival:

·         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.