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Job Ref:

Job Title:
Head of Mission Executive Assistant

Starting salary Euro €44,853 (range up to €56,427) gross per annum

Vacancy type:

Term Details:
This is an LES (locally employed staff) position, subject to the terms and conditions of employment of the LES in Ireland. This process will be used to create a list of eligible candidates for similar positions either term or indeterminate.



Dublin, Ireland

Closing date for applications:
25-10-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
An opportunity to contribute as a senior administrative assistant in a high profile role working directly with the Canadian Ambassador in Dublin. The role involves engaging with high profile officials and VIPs.

Our Embassy is small giving you the chance to get involved in projects, to advance the administrative effectiveness of the mission in achieving its mandate, and to contribute with a hands-on approach.

Provides executive administrative support services to the Ambassador and Public Affairs program. Provides general support services to the entire Embassy. Duties include - organizing high-level meetings and events; conducting research and preparing documents; tracking and reporting on budget; processing invoices and preparing claims for payment; drafting diplomatic correspondence; preparing minutes and supporting information management; data entry; maintaining a robust and effective network of contacts in high-ranking offices; and performing other duties as required.

Essential qualifications:
Candidates will initially be screened against the essential qualifications relating to education, experience and language. Candidates must clearly demonstrate in their cover letter and CV how they meet each of these essential qualifications. Only those candidates who have all the essential qualifications, and demonstrate this clearly within their application, will then proceed to the next stage of the process.

• University degree from a recognized university or equivalent related experience

• Fluent English (spoken, written, comprehension)

• At least four (4) years of relevant experience providing executive or senior level support including tasks such as:
o Managing correspondence,
o Writing emails and memos and completing reports
o Diary and resource management
o Tracking and reporting on budgets using an accounting system
o Maintaining and leveraging an effective network of contacts

Rated Requirements
The Rated Requirements relating to knowledge, abilities and competencies will also be assessed. Methods of assessment may include, but are not limited to, a written examination, an oral interview, role-play, practical tests, presentations and/or psychometric assessment.

• Knowledge of standard office suite software applications (Microsoft applications, Excel, Word, Outlook) and internet research strategies
• Knowledge of executive office support practices, financial tracking and standard office procedures and practices

• Effective Interactive Communication - oral and written
• Highly organized with the ability to manage priorities and meet deadlines
• Ability to function as part of and contribute to a team
• Interpersonal skills - working with high level officials, clients and contacts
• Networking/alliance building
• Flexibility and adaptability
• Attention to detail
• Effective research skills
• Judgement and professional integrity

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 in their cover letter and CV.
• Fluency in French. Please specify your ability to communicate in French, both orally and in writing
• Previous experience working in a Canadian diplomatic mission
• Previous experience of direct support for an Ambassador, CEO or Minister’s office

Organizational Needs:

Operational Requirements:
• Working hours 37.5 hours per week, 5 days a week
• Ability to work overtime occasionally outside normal working hours

Condition(s) of Employment:
• Any job offer is subject to receipt of satisfactory references and the ability to obtain and maintain an Enhanced Reliability security screening (including a criminal record and credit check).
• Proof of eligibility to work in Ireland and copies of educational qualifications will be required at the interview stage of the process.

Area of selection:
This position is open to internal and external candidates currently residing in Ireland and legally eligible to work. Candidates must meet all of the essential requirements stated below and applications must be received by the closing date. The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered based on merit. 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.

Important Notes:
• Applications will only be considered when received through our portal. Link for this job poster -
• Candidates are required to upload a cover letter and CV in English or French. Applications which do not include the requested documents or information in the CV or cover letter will be rejected. Any additional information must be included as part of these two attachments.
• Candidates who are unable to submit their application due to technical difficulties must report these to: prior to the closing date. Failure to so will result in the application being rejected.

• Please do not use a tablet or cell phone to submit your application, as mobile browsers are not supported by our on-line portal. Candidates should only apply using a laptop or desktop computer.
• 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 who apply to this vacancy should include an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
• The Embassy of Canada in Ireland does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Candidates requiring any special assistance in attending exams or interviews are requested to inform us.
• The results of this recruitment process may also be used to establish an eligibility list of qualified candidates for similar openings, either term or indeterminate, at the Embassy of Canada in Ireland which might arise in the 12 months following the completion of this recruitment process, with various tenures, including indeterminate or term.
• If you have any questions at any stage of the recruitment process, please send an email to:

Sorry, this vacancy is closed.

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