Main purpose of job:

The British High Commission is seeking an Executive Assistant to work in the High Commissioner’s Office. This is a busy job at the heart of an important diplomatic mission in Ottawa. It offers a unique insight into the whole range of diplomatic activity and the opportunity to play a part in the dynamic partnership between Canada and the United Kingdom.

Roles and responsibilities:

The incumbent will have two key areas of focus. One is working closely with the Head of Executive Office, the job holder will provide support to the Head of Executive Office, supporting them in the smooth running of private office including diaries, travel, contact management, events, visits and other support tasks. The other key area of delivery will be supporting the Internal Communications work and using their position attached to Private Office to work with the wider Communications Team to identify and deliver opportunities for communications throughout the Canada network.

Key responsibilities include:

• Working with Head of Executive Office to respond to correspondence and requests to private office to triage requests and ensure they are managed in a professional and timely manner.
• Supporting Head of Executive Office as directed prioritise and liaise with: contacts ranging from the Prime Minister’s Office to CEOs and journalists.
• Working with the Head of Executive Office to assess which requests need to be agreed, and which events to attend, consulting staff across the network.
• Ensuring diaries are proactively managed including associated travel and logistics.
• Providing administrative support including drafting of responses, managing travel arrangements, preparing expense reports, helping compile and manage guest lists for events and visits.      
• Working closely with Head of Executive Office and Residence/Events Manager to provide administrative support for events at the High Commissioner’s residence to ensure they run smoothly.
• Working with Deputy High Commissioner to define agendas, ensure attendance, prepare supporting papers, and take minutes of internal committees with follow up communications post meetings with DHC support.
• Managing the UK in Canada Mailbox.
• To provide cover to the Head of Executive Office and Residence/Events Manager during leave absences.
• The above list is not exhaustive, and there is scope for the right candidate to further shape the role.