Administrative Assistant

Washington D.C.
$52,411 USD plus benefits
Jul 10, 2019
Aug 14, 2019
Career Level
Entry Level
Full Time

The Embassy of Canada in Washington, D.C. is accepting applications to staff the position of Administrative Assistant , details as follows.

Position title: Administrative Assistant
Section: Canadian Defence Liaison Staff CDLS(W)
Location: Embassy of Canada, Washington, D.C.
Position no: EXT- 312040
Level: LE-05
Starting salary: $52,411 USD plus benefits
Competition no: 3440
Date posted: 07/10/2019
Closing date: 07/21/2019 06:00:00 PM EST.
Employment Tenure: Indeterminate
This staffing process may be used to create an eligibility list of qualified candidates for this position and for similar positions with various tenures, including indeterminate, term, assignment/ transfer, emergency, and acting opportunities at the Embassy. When you submit your application, you must specify all types of employment tenures for which you wish to be considered, e.g., indeterminate, term, assignment/transfer, and/or acting.



Open to:

  • 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 (CBS) 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 and time. 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. (US Citizen, LPR, or A-1 visa as required by the Department of State for employment in a foreign mission)

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.

Summary of duties:

Working under the general supervision of the Attaché Assistant Supervisor, the Administrative Assistant provides problem resolution through reference to readily available resources and guidance; maintains comprehensive knowledge of office routines such as arranging travel according to policies and procedures; procedures & functions of program is required; prioritizes multiple projects & tasks; provides front line client services to internal & external clients; researches & compiles data and maintains data bases for budget management purposes; supports events & tracks logistics; decisions impact on program operations and image of the Canadian Air Force Attaché(CFAA), the Defense Cooperation Attaché(DCA), the Canadian Force Public Affair Attaché(CFPAA) sections as well as the Canadian Force Liaison Officer at the Pentagon(CFLO Pentagon) within CDLS (W) Office.

Essential requirements:

Candidates must demonstrate clearly how they meet the Language, Education and Experience requirements listed below. All communication relating to this process, including email correspondence may be used in the assessment of qualifications.




A degree from an accredited university or college; or a combination of education, training and experience (at least two years) in an administrative support role in a professional office environment.


  • Minimum 1 year of experience in an administrative support role in a professional office environment.
  • Experience with Microsoft Office suite including extensive data input and information management; and
  • Experience providing front-line client service in a complex office environment.

Rated requirements:

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 administrative office and financial processes and procedures,;
  • Knowledge of computer software and systems, including Microsoft Office suite, e.g., Outlook, Word, Excel;
  • Knowledge of the roles of the Department of National Defence (DND); and
  • Knowledge of the basic structure of the Canadian Government.


  • Communicate effectively orally and in writing in English;
  • Provide excellent client service in person, by telephone, and electronically;
  • Solve problems with little assistance;
  • Learn quickly and continually;
  • Demonstrate attention to details, with the ability to work well under pressure;
  • Initiate appropriate action in response to critical communications;
  • Plan and organize conferences, meetings and hospitality events; and
  • Manage multiple competing demands, organize time, and work effectively to meet deadlines.

Personal Suitability:

  • Effective interpersonal skills;
  • Responsible;
  • Sound judgement;
  • Reliability;
  • Team player and collegial; and
  • Integrity.

Asset Qualifications:

  • The ability to work in French would be an asset.
  • Familiarity with DND documentation;
  • Experience with DND-specific application software such as DRMIS and Claims-X; and
  • Prior work experience within a military or diplomatic environment.

Selection procedure:

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 plus leave and health benefits package. Leave includes paid vacation, sick, and family/personal leave. Health packages covers medical, dental, disability, and retirement. Other benefits include prime work location in proximity to Metro, standard 37.5-hour work week, on-site parking, on-site gym with cardio and weight room, and on-site cafeteria. The Embassy promotes work-life balance and offers a dynamic and healthy work environment

The Embassy is committed to conducting inclusive, barrier-free selection processes.

Method of application:

Apply online at

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 (US Citizen, LPR, or A-1 visa as required by the Department of State for employment in a foreign mission).

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 may be required to work overtime as needed.

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