View Vacancy – Executive Assistant to the Consul General

Main purpose of job:

The British Consulate General in Montreal is recruiting for an Executive Assistant to the Consul General. The position is vital to the smooth running of the Consulate General, the UK Government’s office in Quebec. The position is offered on a full-time, permanent basis starting as soon as possible, subject to successful security clearance. The language requirement is bilingual English and French.

This is a varied and interesting role. The Executive Assistant will use their excellent administrative and customer service skills in a small, busy diplomatic mission that operates as part of the UK’s wider network of offices in Canada. Through supporting the Consul General and the wider team, they will contribute to the Consulate General’s work on investment and trade; science and innovation; and political and public affairs.  

Roles and responsibilities / what will the jobholder be expected to achieve?:

Specific responsibilities include the following; flexibility is required due to the varied nature of our work:

1. Support to the Consul General, allowing them to carry out their duties effectively: diary management, scheduling meetings, maintaining contacts databases, writing official correspondence and and/or translating English texts into French for CG’s correspondence, preparing expense reports, arranging travel and other bookings, preparing background material for meetings, protocol liaison, facilitating maintenance of Consul General’s Residence, greeting visitors and preparing refreshments, ad hoc administrative support.
2. Office Manager, ensuring the smooth functioning of the Consulate General: liaising with suppliers and vendors, organising office maintenance and/or security upgrades, answering general inquiries, handling visitors at front door, managing office supplies, arranging mail services, overseeing official vehicle maintenance and usage, acting as local lead on IT and information management, overseeing office health and safety, assisting with crisis preparedness, completing financial processes as required.
3. Events, visits and other projects: Flexible support to the wider team through assisting with different projects as required. Event management: assisting or overseeing event planning and delivery, including issuing invitations, managing RSVPs, liaising with venues and arranging catering. Support on incoming official visits, including overseeing logistics, maintaining programmes and coordinating briefing and reports. Ad hoc support, for example assisting colleagues with research.

• Bilingual French and English – the jobholder must be fully bilingual, able to operate at the highest level in both spoken and written English and French. Proficiency in French will be tested as part of the recruitment process.  
• Excellent written and oral communication skills
• Strong IT skills, including MS Teams, Outlook, Excel, Powerpoint and Word
• Good organisational and prioritisation skills
• Good interpersonal skills, able to form strong working relations including virtually
• Attention to detail whilst grasping the bigger picture
• Ability to ensure value for money in dealings with vendors and suppliers
• A positive and flexible team player, willing to help others and take on new tasks
• A professional demeanour, remaining calm dealing with difficult customers and confident greeting senior stakeholders
• Familiarity with and knowledge of Quebec