Administrative Skills, Background Investigation, Budget Management, Calendar Management, Candidate Screening, Concrete, Crisis Management, Customer Relations, Customer Support/Service, Data Quality, Diversity, Documentation, Emergency Response, English Language, Event Management, Executive Assistant Skills , Expense Reports, Expense Tracking, Financial Reporting, Government, Government Organizations, Government Policies, Government of Canada, Leadership, Mail Processing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Operations Management, Organizational Skills, People Management, Plan Meetings, Problem Solving Skills, Records Management, Research Skills, Schedule Development, Service Delivery, Team Player, Willing to Travel, Work From Home, Writing Skills
SUMMARY OF DUTIES
The Consulate General of Canada in Detroit is seeking to hire a Senior Executive Assistant and a Consular Coordinator. This staffing process may also be used to create a pool of qualified candidates for similar positions.
The Senior Executive Assistant provides high-level administrative and coordination support to the Head of Mission or senior executive, ensuring the efficient operation of the executive office, including managing schedules, correspondence, events, and key stakeholder interactions.
The Consular Coordinator provides coordination and administrative support to the consular, passport, and citizenship programs, supporting service delivery to Canadians abroad, including case processing and client assistance.
Duties may include, but are not limited to:
- Coordinating schedules, meetings, events, travel, and official visits
- Preparing, reviewing, and tracking correspondence, reports, and documentation
- Managing information, records, and administrative processes
- Monitoring budgets, expenditures, and financial reporting activities
- Conducting research, gathering information, and analyzing issues
- Providing guidance and client service to internal and external stakeholders
- Liaising with government officials, partners, and service providers
- Supporting program delivery, workflow coordination, and case tracking
- Supervising or coordinating administrative staff and workloads
- Contributing to emergency response, high-level visits, and special projects.
AREA OF SELECTION
This selection process is open to all applicants, who are residing and legally authorized to work in USA, who meet all the essential qualifications and whose applications are received by the closing date.
Please note that the successful candidate must reside within the Mission’s territory (Michigan, Ohio, Kentucky, and Indiana, excluding Jasper, Lake, LaPorte, Newton, and Porter counties) at the time of appointment.
The Consulate General of Canada in Detroit does not sponsor work authorization, directly or indirectly, nor does it cover relocation costs.
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 other 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, resume and letters of presentation; interviews, exams and practical tests; presentations or other types of assessments.
Education
This position requires:
- An Associate Degree, College Diploma, or Professional Degree from a legally recognized institution in administration, or an equivalent combination of education, training, and/or experience.*
*An equivalent combination refers to a combination of education, training, and/or work experience that would normally be acquired through at least two (2) years of relevant study, training, and/or employment.
Note: Candidates will be required to provide proof of their education
Language
The Following languages and proficiency levels are required for this job. Candidates will be formally assessed or requested to provide proof of certification on these levels.
- An advanced proficiency level (reading, writing, comprehension, and speaking) in English.
Consular Coordinator position only: - An intermediate proficiency level (reading, writing, comprehension, and speaking) in French.
Experience
In order to perform the duties relevant to this job, the following experience is required.
- A minimum of two (2) years of cumulative experience in administrative support, including tasks such as calendar management, preparing forms and initiating payments, monitoring budgets, coordinating events, and drafting correspondence or responding to client inquiries.
Competencies
All competencies will be assessed. All competencies must be met prior to appointment.
- Technical proficiency in Microsoft Office365 (Excel, Outlook and Word)
- Thinking Things Through
- Organization and Coordination
- Focus on Quality and Detail
- Working with Others and Horizontal Leadership
- Client Orientation
- Resilience and Adaptability
- Judgment and Discretion
- Written Communications
- Oral Interaction
*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.
- French language proficiency
- Experience working in a diplomatic mission
- Knowledge of the FAS system
- Experience supporting a senior executive
- Experience in consular services or crisis management
- Knowledge of Global Affairs Canada Consular mandate and objectives
- General knowledge of United States government organizations and policies that may assist foreigners with routine enquiries matters, in times of distress, or during a crisis / emergency situation
OPERATIONAL REQUIREMENTS
Operational requirements will be assessed on a ``meet/does not meet`` basis and can be used to determine right fit of a candidate for the position.
- 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: Willingness to work overtime on short notice.
- Location of Work: Work is performed on-site with limited flexibility for hybrid remote work. Hybrid remote work is subject to change depending on internal guidelines.
- The employee must be willing and able to travel domestically and internationally alone or with colleagues, as required.
Consular Coordinator position only:
- Within three months of starting date, complete the Passport Training for Foreign Operations Certification course offered by the Consulate and obtain a passing grade of 85% or greater on the final exam.
CONDITIONS OF EMPLOYMENT
Conditions of employment must be met or complied with before being appointed to a particular position. They are to be maintained throughout the employment period.
- 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.
SPECIAL REQUEST FROM MISSION / ADDITIONAL COMMENTS:
Employees currently occupying an at-level position at Canadian missions in the United States are encouraged to apply. Please note that management may consider different staffing approaches, including deployment, based on operational requirements and management discretion.
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. The Embassy of Canada to the United States is 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 Detroit values diversity, equity and inclusion in our workforce.
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). Only include information relevant to the vacancy as requested in the above job poster.
- You must clearly demonstrate in answering the screening questions how you meet the qualifications of the vacancy. You must provide concrete and detailed examples that clearly explain where, when, and how you gained the qualification in each question box. Global Affairs Canada cannot make any assumptions about your studies nor 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 (or may not) 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 LES-E-Recruitment-WSHDC@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 Consulate General of Canada in Detroit does not sponsor work authorizations directly or indirectly.
- 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 Consulate General of Canada in Detroit 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 LES-E-Recruitment-WSHDC@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 assessment 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 Consulate General of Canada in Detroit, 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.
- 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.