Executive Assistant

Summary of Duties:

This position provides executive administrative support services to the Ambassador and provides general support services to the entire Embassy as required. Duties include: 

• maintaining the Ambassador’s schedule, calendar, contacts database; 
• liaising with high level contacts' offices in government, private sector, and civil society; 
• preparing the Ambassador’s visits within Ankara and/or outside of Ankara/country, including scheduling meetings, logistical arrangements, and coordination of briefing material; 
• organizing high level meetings and coordinating events; 
• ensuring Ambassador’s visas are up to date and liaising with Embassy’s to ensure delivery of passport visas on time; 
• conducting research, drafting official correspondence including letters and diplomatic notes in English, and/or Turkish language; 
• tracking and reporting on the budget; 
• processing invoices and preparing claims for payment; 
• data entry; 
• maintaining a robust and effective network of contacts in senior officials offices; 
• managing the staff at the Official Residence, completing hospitality claims for Head of Mission’s office as well as maintaining the official alcohol inventory; 
• providing interpretation between Turkish and English, translating documents, emails and letters for the Ambassador; 
• supporting the delivery of hospitality events; 
• assisting the spouse of the Ambassador with her/his representational duties and
• performing other duties as required

 

Area of Selection:

This position is open to individuals who are legally authorized to work in Türkiye who meet all of the essential qualifications and whose applications are received on or by the closing date. 

Please note that the Embassy of Canada to Türkiye does not sponsor work authorizations directly or indirectly.

The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered based on merit. 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.

 

ESSENTIAL QUALIFICATIONS

Candidates will initially be screened against the Essential Qualifications relating to education, language* and experience.

Candidates must clearly demonstrate when applying to the position how they meet each of these essential qualifications.

*Language will be assessed further during the process. 

 

Education:

Candidates will be required to provide proof of the completion of their education.

University degree from a recognized institution or relevant* professional experience

*Relevant experience is defined as a minimum of 3 years of recent* experience in a position with a client service focus, including experience in providing client service direct to the general public.

 

Language:

• Fluency* in English (oral, written, comprehension)

* Fluency will be assessed by a variety of means including written assessment and interview.

 

Experience:

• Experience in an administrative role effectively managing a dynamic workload of executive support tasks such as coordinating visits, triaging correspondence, drafting written materials, scheduling meetings, preparing reports, and budget tracking.
• Experience in a role involving liaison/communication with government and/or corporate organizations and/or members of the public.
• Experience in working with social media, digital platforms and the media.

 

RATED REQUIREMENTS

The Rated Requirements are part of the essential qualifications and are relating to knowledge, abilities and competencies. Methods of assessment for rated requirements may include, but are not limited to, a written examination, an oral interview (online pre-recorded/live or in-person), practical tests, presentations and/or psychometric assessment.

 

Knowledge:

• Knowledge of executive office support practices, financial tracking and standard office procedures and practices
• Knowledge of social media

 

Competencies:

• Showing initiative and being action-oriented
• Effective Interactive Communication
• Judgement
• Client focus
• Professional Integrity (values & ethics)
• Microsoft Office applications (Word, Excel and Outlook), data base and internet.

 

Abilities: 

• Attention to detail
• Ability to conduct research, analyze information, make recommendations and write reports / correspondence.
• Ability to be organised and prioritize work 
• Ability to work effectively within a team, independently, with supervisors and other colleagues
• Ability to maintain and leverage an effective network of contacts

 

Asset Qualifications:

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

• Fluency in French (oral, written, comprehension)
• Experience working in a diplomatic mission/or Government of Canada in an administrative position
• Experience working with a financial system such as SAP/IMS
• Experience in financial processes (e.g. invoice payments, processing claims for travel or hospitality, preparing contracting/financial agreements
• Previous experience of direct support for a Head of Mission, CEO or Minister or senior executive/official
• Experience in event planning and implementation

 

Organizational Needs: 

This process will be used to create a pool of candidates for similar positions either full time or part time and indeterminate, term or temporary. 

 

Operational Requirements:

• Normal hours of work will be 37.5 per week.
• Overtime, at short notice, may be required
• Depending on the position it may require duties to be performed outside normal working hours (i.e., evenings and weekends / in emergency situations) 
• Depending on the position it may require extensive overtime and travel during High level visits. 

 

Conditions of Employment:

Conditions of employment must be met or complied with before being appointed to a particular position, and are to be maintained throughout the employment while being the incumbent of this position.

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

- Security screening: Obtain and maintain a Reliability Status (security level) which includes a criminal and credit background check from the Government of Canada covering the entire employment period.

 

 

How to Apply

• You must submit your application using the "Apply online" function. Only applications submitted via VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date.
• Do not include personal data such as; age, date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Please only include information relevant to the vacancy as requested in the job poster.
• You must clearly demonstrate in answering the screening questions how you meet the education and experience factors listed in the essential and asset qualifications. You must provide specific examples to demonstrate clearly how you meet the qualifications. Global Affairs Canada cannot make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient. Instead, you must provide concrete and detailed examples that clearly explain where, when, and how you gained the experience. No additional information will be sought beyond what you submit in your online application.
• Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may be used as a secondary source to validate the answers to the screening questions.
• Applications which do not include all of the requested documents or information and/or which are not received by the closing date will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to LES-E-Recruitment-BRLIN@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

 

Important Notes

• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• The language requirement for this position is identified under the essential qualifications (language). In consequence, the assessment process for this vacancy will be conducted in English.
• Communication for this process will be sent via email. It is the responsibility of the candidates to ensure accurate contact information is provided and updated as required.

• Candidates must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks may be sought for candidates who succeeded all of the assessments.
• Please note that the Embassy of Canada to Türkiye does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
• As recently announced by the Government of Canada, the Policy for Mandatory Vaccination: Canada and the Mission Network is suspended as of June 20, 2022. The Government of Canada will continue to assess the need for additional public health measures, including the possible reintroduction of a vaccination mandate at a later date.
• We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please contact us at LES-E-Recruitment-BRLIN@international.gc.ca to request specialized accommodation. All information received in relation to accommodation will be kept confidential.
• The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time or full-time openings at the Embassy of Canada to Türkiye which might arise following the completion of this selection process.
• For Canadian citizens/residents and Canadian dual nationals, please note that it is your responsibility to enquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada.