Executive Assistant

SUMMARY OF DUTIES:

 

The Executive Assistant provides high-level administrative and operational support to the Deputy Head of Mission (DHOM) in a fast-paced diplomatic environment. Working closely with the Canada-Based Staff (CBS) Executive Assistant, the position supports the Mission’s senior management, with a particular focus on maintaining and strengthening relationships with Japanese government counterparts, diplomatic contacts and other external stakeholders. 

 

The position coordinates schedules, meetings, travel, correspondence and briefing materials; supports external communications, official visits and hospitality activities; monitors administrative processes, budgets and expenditures; and liaises with internal and external partners, including government and protocol authorities. The incumbent may also provide guidance to administrative staff as required.

 

 

AREA OF SELECTION:

 

This position is open to all qualified candidates, including Embassy employees and the spouses, partners, and dependants of Canada-based staff, who meet all essential part of the competitive process. Candidates must be eligible to work in Japan and possess all required work permits and visas. 

 

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 any other irrelevant 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.

 

 

ESSENTIAL QUALIFICATIONS

 

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

 

Education

 

This position requires:

 

• Completion of a bachelor’s degree from a recognized institution, or an acceptable combination of education, training and/or relevant experience.

 

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

 

Language

 

The following languages and proficiency level are required for this job.

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

 

Experience

 

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

• Minimum experience of 2 years in the following:
  • Providing administrative support services to a manager or team of employees, including coordinating schedules, correspondence, records, approvals, and monitoring budgets and expenditures.
  • Communicating and coordinating with government and/or organisations and/or the public.
• Minimum experience of 1 year in the following:
  • Coordinating logistics for meetings, visits, travel and/or events.

 

Competencies

 

All competencies will be assessed. All competencies must be met prior to appointment.

 

• Theoretical
  • Knowledge of administrative practices, including information management, administrative support and financial monitoring.
  • General understanding of the organizational structure and priorities of the Japanese government.
• Technical
  • Working knowledge of Microsoft Office Suite (MS Word, Excel, PowerPoint, Teams, etc.).
• Resilience and Adaptability
• Working with others and horizontal leadership
• Judgement and Discretion
• Organization and Coordination
  • Ability to organize, prioritize and coordinate multiple tasks under deadlines.
  • Ability to coordinate scheduling, travel, budget, hospitality and meeting logistics.
• Oral communication
  • Ability to communicate clearly and professionally orally in English and Japanese.
• Written communication
  • Ability to communicate clearly and professionally in writing, in English and Japanese. 

 

 

*For more information on competencies: Competency Dictionary

 

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

• Proficiency in written and spoken French. 
• Experience working in an international organization such as an embassy, multilateral organization, or multinational corporation.
• Knowledge of the financial system SAP.

 

 

OPERATIONAL REQUIREMENTS

• Working hours are 37.5 hours per week, Monday to Friday, 09:00 to 17:30 with a one-hour breakfrom12:30-13:30, in accordance with the Terms and Conditions of Employment for Locally Engaged Staff (LES) in Japan.
• Must be available to work occasional duties outside regular working hours, including evenings and weekends, with advance notice where operationally feasible.

 

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: Ability to obtain and maintain a Government of Canada Reliability Status (security clearance), which includes criminal record and credit checks. 
• Health assessment: May be required at the discretion of the Head of Mission.
• Values and ethics: Compliance with Global Affairs Canada's Values and Ethics Code and all applicable mission policies and procedures.

 

HOW TO APPLY

Follow the below instructions to ensure your application can be considered.

• 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 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 CSDPIP.Candidates-CandidatesetCandidats.PPSCIP@international.gc.ca. prior to the closing date. Failure to do so will result in the application being rejected.

*If you are in a partially or fully qualified pool for a similar position with our mission, please include the process number and all relevant details in your application.

IMPORTANT NOTES

Carefully review the following:

• Please note that the Embassy of Canada to Japan does not sponsor work authorizations directly or indirectly.
• The Government of Canada has established a multiple step salary scale as well as Terms and Conditions tailored to each country’s local labor environment. The Government of Canada does not negotiate salaries. Competitive benefits in line with local practices for each country are also provided in the gross compensation package.
• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• 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.
• Please note that the Embassy of Canada to Japan 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.
• 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 CSDPIP.Candidates-CandidatesetCandidats.PPSCIP@international.gc.ca to request specialized accommodation (a modification made to the standard assessment conditions, allowing individuals with disabilities to demonstrate their abilities on an exam by removing barriers related to their specific needs). 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 Japan, 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 inquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada.
• The Government of Canada has established a multiple step salary scale as well as Terms and Conditions tailored to each country’s local labor environment. The Government of Canada does not negotiate salaries. Competitive benefits in line with local practices for each country are also provided in the gross compensation package.