Summary of duties:
The Program Assistant is responsible for the management of administrative support services to the Senior Alberta Representative and the Alberta Office, including:
- maintaining the Representative’s schedule; including relevant travel arrangements;
- providing financial administration services, including bill payments, travel claims, and regular budget reporting;
- maintaining a client relations database for the office, aligned with Government of Alberta standards;
- helping the office organize visits and other functions, including by managing guest lists and invitations, arranging transportation, scheduling meetings, and coordinating with Embassy staff as necessary;
- managing incoming communications with the office;
- liaising with staff within the Embassy and in other government agencies to obtain and provide information, advice, and assistance;
- providing analysis and reports on office performance, as well as support in the development of office presentations;
- managing electronic and paper-based filing systems; and
- arranging the procurement and maintenance of necessary equipment, office supplies, and support materials.
Given the nature of the Office’s responsibilities, the incumbent will need to exercise good judgment and discretion in dealing with matters that are often sensitive.
- Persons living in the greater Washington Metropolitan area.
- Employees of the Embassy of Canada in Washington, DC.
- Employees of any Canadian Mission in the United States. Relocation will not be paid in any circumstance.
- Spouses and dependents of Canada-based staff at the Embassy of Canada.
All applicants must:
- Have independent work authorization in the United States and status in accordance with United States protocol directives for foreign missions.
- Reside in the United States.
- Meet all of the Essential Requirements stated below.
- Submit resumes and cover letters by the closing date. The covering letter must:
- Demonstrate how you meet the essential requirements under language, education and experience;
- Confirm residency in the United States;
- Confirm independent work authorization in the United States.
Note: Failure to provide any of the information required above will result in your application being rejected. All communication relating to this process, including email correspondence may be used in the assessment of qualifications.
Condition of employment (must be met):
- Eligibility for a Government of Canada Reliability Status which includes a criminal and credit background check; and
- Independent work authorization in the United States and status in accordance with U.S. protocol directives for foreign missions.
Candidates must demonstrate clearly how they meet the Education and Experience requirements listed below:
English (The ability to work in French would be an asset.)
University or college degree; or an acceptable combination of relevant experience, education, and training.
- Three (3) years or more of experience in office management in an automated environment, including providing administrative support to a senior official;
- Experience in financial administration, budgets, and the preparation of reconciliation reports;
- Experience in records management;
- Extensive experience using Microsoft Office Suite, e.g., Excel, Word, Outlook, and PowerPoint;
- Experience in setting up visits and organising events; and
- Experience providing administrative policy /procedure- oriented reports.
Candidates who meet the Education and Experience requirements will be assessed on the following qualifications. The assessment may be a written test, an interview, an in-basket exercise, a skills test, or any combination of these methods.
- Knowledge of financial, contracting, records management, and human resources practices and procedures; and
- Knowledge of data management.
- Communicate effectively in English, both orally and in writing;
- Manage the office of a senior Embassy official, dealing tactfully with highly sensitive and confidential information;
- Work with MS Office suite software, e.g., Excel, Word, Outlook, and PowerPoint, demonstrating strong IT skills;
- Demonstrate basic mathematical skills with the ability to maintain spreadsheets and to work with financial payment and budgeting processes;
- Plan and organize work with attention to details;
- Work independently when required or as a team member;
- Take initiative to identify and solve problems; and
- Research, analyze and evaluate information effectively; provide material for and assist in the editing of presentations and reports.
- Effective interpersonal skills;
- Sound judgement;
- Discretion: handle sensitive and confidential information on a need-to-know basis;
- Flexibility; and
- Client-service oriented.
- The ability to work in French would be an asset.
The staffing process will consist of a review of all applications to ensure that applicants meet the essential requirements. Failure to meet any of the essential requirements eliminates candidates from further consideration in the competition. Only those applicants who meet these will be contacted by the Human Resources Section for an interview or other form of assessment of the Rated Requirements.
The assessment may include an interview, a written test and other tests that will consist of a series of questions designed to evaluate each applicant's knowledge, abilities and personal suitability for the position.
The Embassy offers a competitive salary and benefits package to include medical, dental, disability and leave, and a retirement savings plan.
The Embassy is committed to conducting inclusive, barrier-free selection processes.
Method of application:
Hours of work:
Normal hours of work for this position are in accordance with the Terms and Conditions of Employment for Locally Engaged Staff (LES) in the United States of 37.5 hours per week. The incumbent will be required to work flexible hours, including evenings and weekends on an as-needed basis. The incumbent may be required to work hours in excess of 37.5 hours some weeks.