Senior Program Assistant, Newfoundland and Labrador (Anticipatory)

Summary of Duties:

The Consulate General of Canada in Boston is accepting applications to staff the position of Senior Program Assistant for the Office of Newfoundland and Labrador.  

Newfoundland and Labrador is establishing an office in the United States to strengthen and maintain mutually beneficial economic ties. This office aims to increase awareness of Newfoundland and Labrador as a key trading partner and a secure, reliable, and growing energy supplier. The province is actively developing its world class energy resources in an environmentally responsible manner. Additionally, Newfoundland and Labrador continues to advance its innovative industries, excellent infrastructure, and competitive business environment. The office will also highlight the province’s rich traditional and cultural industries, promoting its unique heritage and vibrant arts scene, and bolstering the longstanding ties between the Province and the New England States in the fish and seafood sector. It will support both Newfoundland and Labrador and U.S. companies interested in trade and investment opportunities in Newfoundland and Labrador. 

Newfoundland and Labrador’s office in the United States, will be co-located in the Office of the Consulate General of Canada in Boston, Massachusetts. 

This administrative position is responsible for supporting the work of the Newfoundland and Labrador team as well as ensuring the administrative functioning of the co-located Newfoundland and Labrador Office. 

The Senior Program Assistant:  

• Provides coordination and administrative support services to the Program at mission.  This includes coordinating administrative and office tasks: organize travel and accommodation, keep the schedule of meetings and appointments, participate in preparations prior to visits and in welcome activities, carry out research, gather and check information for the purposes of various topics, projects and cases related to the Program, among other tasks.
• Provides advice to team members on the mission’s policies and administrative procedures to ensure the effectiveness of operations.
• Provides advice on the status of budgets and travel, entertainment and other operational expenses.
• Provides advice on customs, culture, trade practices, logistics and local etiquette. 
• Prepares and distributes information files and other unclassified documents and minutes during meetings as per requirements.
• Drafts and revises documents and ensures proper presentation and accuracy in correspondence before it is submitted.
• Prepares guest lists, writes invitations, records replies to invitations and makes calls when replies are not received, draws up a guest list for hospitality diaries when necessary for the program or activity manager.
• Prepares expense, travels expenses and hospitality expenses reimbursement claims for the Office Director.
• Prepares the team's and the Office’s hospitality, travel and operating budgets, obtains quotes for major purchases as per departmental directives, and negotiates and prepares contracts with external service providers, if necessary.
• Prepares a monthly report on budgets, tracks all invoices separately for the representatives and distributes the monthly report.
• Carries out research for reference documents, analyzes and compiles information in order to prepare reports and briefing documents to help the Director prepare for meetings.
• Carries out analysis, intelligence and data-gathering tasks.
• Searches for internal and external sources of information to be used in programs or projects and gather, extract, sorts and analyzes material and make independent decisions with respect to sources, usefulness and relevance.
• Liaises, on behalf of the Office Director, with heads of other sections of the mission, host governments and the diplomatic community to promote program interests.
• Maintains contact with local representatives to ensure that the Office complies with procedures and regulations, and to obtain prompt notification of impending changes.
• Develops and maintains a network of contacts related to political, administrative and other programs to meet the needs of the Director.
• Acts as a point of contact by answering and redirecting telephone calls, providing information and redirecting visitors as appropriate to the correct department.
• Responds to inquiries regarding program mandate.
• Supports committees and working groups by preparing documents, scheduling meetings and participating in the planning and coordination of events and travel.
• Performs other duties as assigned 

 

Area of Selection:

The selection process is open to applicants who have the right to work in the United States.  At the time of appointment, the chosen candidate must be residing in the Boston area and provide a local address.  

Please note that the Consulate General of Canada in Boston 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.

• Bachelor’s degree from a recognized, accredited university or college in the fields of business, communications, international studies or other relevant field; OR an acceptable combination of relevant experience, education, and training related to the duties and specific areas of competence required by the position. 

 

Language:

• Fluency in English (oral and written). 

 

Experience:

• A minimum of 3 years experience providing client service and administrative. support in an office environment, performing tasks including responding to client enquiries, conducting research and drafting reports.
• Experience tracking budgets and preparing claims/invoices for payment utilizing a financial management system.
• Experience using social media as marketing tool for promotion or to generate business opportunities (ex. Mailchimp, Prezi, LinkedIn, X).
• Experience organizing events designed to promote networking.

 

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), role-play, practical tests, presentations and/or psychometric assessment.

 

Knowledge:

• Knowledge of administrative processes and financial processes.
• Knowledge of business development concepts.
• Knowledge of event management practices.
• Knowledge of using Microsoft Office 365 applications (SharePoint, Teams, Word, Excel, PowerPoint, etc.)

 

Competencies:

• Focus on Quality and Details
• Initiative and Action Orientation
• Working Well with Others
• Judgement and Discretion
• Client Orientation
• Strong interpersonal skills

 

Abilities:

• Ability to manage multiple projects, priorities and deadlines.
• Ability to communicate effectively orally and in writing.
• Ability to use social media tools for promotion and/or to generate new business opportunities.
• Ability to independently research, analyze and synthesize information, in order to provide briefings and written reports to management.

 

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.

• Established network of contacts in local government and industry.
• Experience in an internationally trade-focused organization or association.
• Experience working in a business development support team.
• Knowledge of Newfoundland and Labrador Industry.
• Knowledge of local government and industry structures, major economic and political issues and impacts.
• Holds a valid Driver’s License.

 

Operational Requirements:

• Hours of work: Normal hours of work for this position are in accordance with Locally-Engaged Staff regulations of 37.5 hours per week.
• Overtime, including evenings and weekends, may be required with advance notice.
• Position may require travel.
• Location of work: This is an in-office work opportunity where the work is performed at the Office of the Consulate General of Canada in Boston.  There may also be a requirement to work offsite, when necessary, for meetings or events.

 

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.

 

Special Request from Mission / Additional Comments:

We offer a competitive salary, generous leave, 12 weeks of paid parental leave and a strong benefits package that includes medical, dental, long term disability and a retirement savings plan. Please find a summary of our benefits package and information on employment eligibility at: Jobs at our offices in the United States (international.gc.ca)   

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. Canada’s strength is diversity and it has played a key role in Canada’s history and development.  Because of this, the Consulate General of Canada in Boston values diversity, equity and inclusion in our workforce.

   

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-WSHDC@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 Consulate General of Canada in Boston 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-WSHDC@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 Consulate General of Canada in Boston 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.