Executive Assistant in Ottawa

Are you interested in playing a pivotal role in the organization and maintenance of the office at an embassy? Do you enjoy providing vital and high-level support to executives? Do you like to apply your independent judgement, tact and discretion when dealing with sensitive and/or confidential matters?

Then you might be the right fit for our team as an Executive Assistant!
 
We are looking for a positive, self-motivated jack-of-all-trades individual, who is extremely diligent and has a keen eye for detail. You are a team player who likes to keep many balls in the air, and you take action and solve problems creatively, independently and diplomatically. Your approachable personality and strong communication skills enable you to liaise easily with all departments of the embassy, as well as outside stakeholders. You are willing to sometimes work under pressure and outside of regular office hours.
 
  • Location: Embassy of the Kingdom of the Netherlands in Ottawa
  • Duration: Contract-to-permanent position, starting with fixed-term contract for an initial period of one year with entry date 1 March 2025 (or as soon as possible after that)
  • Work week: 37,5 hours (full-time)
  • Annual gross salary: Between CAD 52,536 and CAD 78,804, as well as a generous benefit package
 
 
What are you going to do?
 
As Executive Assistant to the Ambassador, as well as to the Deputy Head of Mission, you provide professional-level administrative, operational and policy services. You serve as a trusted advisor to both the Ambassador and Deputy Head of Mission on matters of internal communication and management. You manage and/or coordinate calendars, meetings, communications, short projects, retreats, travel and social activities. You liaise closely with colleagues at the Consulates-General in Toronto and Vancouver, the Ministry of Foreign Affairs in The Hague, as well as with relevant external organizations.
 
Tasks
 
  • Managing calendars and effectively coordinating meetings involving internal and external stakeholders; preparing a variety of correspondence, e-mails and notes for management;
  • Create meeting calendars, prepare and distribute meeting notifications and agenda materials, manage all correspondence with respect to meetings, keep track of decisions taken, as appropriate, and manage the Ambassador’s contacts in electronic network database CRM;
  • Manage various service mailboxes, and the flow of documents from and to the Ambassador and the Deputy Head of Mission;
  • Plan/coordinate travel plans & itineraries;
  • Act as (social) project manager and/or collaborate on a variety of special projects and social activities (e.g. organizes lunches, dinners, receptions at the residence and chancellery, and liaise with chancellery staff);
  • Support new expat employees in obtaining residence permits, ID cards, driver’s licenses, vehicle registration certificates, etc.;
  • Prepare financial declarations/reports for Ambassador and Deputy Head of Mission related to registration and payment;
  • Identify issues and sources of potential difficulties in internal management and operations, and propose effective solutions;
  • Build a strong and relevant network with external partners and suppliers, including with colleagues at MFA in The Hague and at Global Affairs Canada.
What are we looking for?
 
  • The equivalent to minimum of four years of full-time, professional-level administrative or managerial service provision experience, preferably in a public sector setting.
  • Professional fluency in English required, professional fluency in Dutch desired. Professional fluency in French would also be an asset. Excellent written and oral communication skills.
  • Excellent planning and organizational skills, including prioritizing work and meeting critical deadlines.
  • Skills in office administrative practices and procedures, including accurate records management and the operation of standard office equipment and computer applications (MS-office: Excel, Word and Outlook).
  • Ability to exercise sound independent, critical judgment within established policies and guidelines.
  • Ability to establish and maintain effective working relationships with a variety of different partners and stakeholders.
  • Flexible and able to work within limited timeframes and with minimum supervision. Well-developed social skills, team player spirit and a good sense of humor.
  • Possess a valid Canadian work permit. The embassy does not assist with this.
 
Working environment
 

The Embassy of the Kingdom of the Netherlands to Canada, as part of the Dutch economic and diplomatic network, promotes strong bilateral relations between Canada and the Netherlands. The Dutch diplomatic network represents, promotes and protects the interests of the government of the Netherlands, as well as those of Dutch nationals visiting or living in Canada and those representing Dutch businesses.

As a trading nation, the Netherlands continues to foster a culture of innovation and entrepreneurship that is rooted in strong beliefs of security, freedom and justice. The Netherlands and Canada share a deep and unique bond founded upon joint values and history. Our strong ties create jobs, sound investments, and promising opportunities on both sides of the Atlantic, especially in the areas of Peace and Justice, Water Management, Agriculture and Horticulture, Life Sciences and Health, Hi-tech Innovation and Circular Economy.

The Embassy in Ottawa has 15 employees. The Embassy is located on the 20th floor of a modern office building in the center of the city. Close cooperation takes place with the Consulates General in Vancouver and Toronto, with attachés in Washington, co-accredited to Canada, and with honorary consuls in Edmonton, Calgary, Saskatoon, Winnipeg, Montreal, Quebec City, and Halifax.

The Embassy is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

Internal candidates (employees already working for one of the Dutch missions in Canada) are encouraged to apply  and will be given priority if they should be eligible.

 

Interested?

For further information: ott-bb@minbuza.nl.

Apply by January 25, 2025 by means of a motivation letter and CV to ott-bb@minbuza.nl.