Executive Assistant to the High Commissioner

About the Australian Department of Foreign Affairs and Trade in Canada

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high-quality overseas aid program and helping Australian travellers and Australians overseas. The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

About the position

Under general direction, the Executive Assistant provides high level executive support and advice to the High Commissioner. The position manages the High Commissioner’s daily program and is key in establishing meetings with Canadian political, government and private sector network contacts. You may be required to work outside of normal business hours and provide backup to other roles.

Key responsibilities of the position include but are not limited to:

• Provide high-quality organisational and administrative support to the High Commissioner.
• Prepare and Manage the High Commissioner’s schedule of appointments and assist in organising meetings.
• Manage travel arrangements including booking flights, accommodation, ground transports and preparing travel forms and acquittals with the corporate services section.
• Build and maintain networks and coordinate with counterparts in Canadian organisations (Ministerial offices, Parliamentarian offices, Canadian Government agencies, other diplomatic missions, key businesses, academic and NGO groups and other Australian government agencies) to support Post engagement
• Develop and manage targeted key stakeholder lists and update the contact database.
• Assist with planning and coordination of programs for visiting Australian officials and assist with the preparation and organisation of ministerial visits.
• Manage correspondence on behalf of the High Commissioner, including drafting replies as needed, and maintain accurate records of all the High Commissioner’s activities.
• Oversee the organisation of official functions as determined by the High Commissioner, coordinating closely with the Public Diplomacy Manager.
• Manage the administration of the High Commissioner’s representation fund, credit card acquittals and financial tasks where required, in accordance with departmental and legislative
• Complete quarterly checks of accountable documents.

Required Qualifications/Experience/Knowledge/Skills

• A qualification in a relevant field is desirable but not mandatory.
• Previous experience in a relevant field is desirable but not mandatory.
• Ability to work under pressure and prioritise tasks in a busy working environment
• Sound judgement, high-level of initiative, strong capacity to exercise discretion and excellent interpersonal skills
• Excellent verbal and written English communication skills, including letter and report writing capabilities
• Ability to accept responsibility, display creative initiative and work as part of a team
• Sound IT skills, and a high degree of proficiency in Microsoft Office applications
• French language skills are desirable but not essential

How to Apply

Interested persons should email their resume and 1000-word pitch detailing how their experience and skills make them a suitable candidate for this position to otwa.corporate@dfat.gov.au. Applications must be submitted by 11:59 p.m. EST, Sunday ,February 23, 2025. Incomplete or late applications will not be considered. Applicants deemed suitable for an interview will be contacted directly by the High Commission.

The Australian High Commission is not authorized to employ persons in Canada that are not Canadian citizens or Permanent Residents.

Job Types: Full-time, Permanent

Pay: $67,124.00-$74,092.00 per year

Additional pay:

• Overtime pay

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Vision care
• Wellness program

Flexible language requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday
• On call
• Overtime

Ability to commute/relocate:

• Ottawa, ON: reliably commute or plan to relocate before starting work (required)

Work Location: In person