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New Job Executive Admin Assistant In Ontario

Executive Admin Assistant
Executive Admin Assistant

Executive Admin Assistant

Company : US Embassy and Consulates in Canada
Salary : Details not provided
Location : Ontario

Full Description

Hiring Path:
  • Open to the public
Who May Apply/Clarification From the Agency:
For USEFM - Actual FP salary determined by Washington D.C.

  • Open to US Eligible Family Members
Security Clearance Required:
Top Secret Clearance
Appointment Type
Appointment Type Details:
Not to exceed 5 years.
Marketing Statement:

We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.


The work schedule for this position is:

  • Full Time 40 hours per week

Start date: Candidate must be able to begin working within a reasonable period of time (Three weeks) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Supervisory Position:
Relocation Expenses Reimbursed:
Travel Required:
Not Required


Basic function: The position serves in the Executive Office as the Travel and Administrative Assistant and is responsible for coordinating all aspects of official travel for the Ambassador and Deputy Chief of Mission (DCM), including independently preparing and submitting Diplomatic Notes, generating travel orders, arranging flights, ground transportation, and lodging, submitting vouchers. The position utilizes IT skills to provide administrative support (time and attendance, for example). The position coordinates with the Ambassador’s (Chargé’s) driver and security detail. Must be able to obtain and retain a TS Clearance.

Qualifications and Evaluations


EXPERIENCE: Minimum of three years of progressively responsible work experience in an office environment using data entry, Microsoft Office Suite, or managing correspondence, and where organizational skills and written and oral communications skills, is required. The experience must have included engaging with government and private sector institutions, or with diplomatic missions and similar organizations.

JOB KNOWLEDGE: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data input, designing forms, and other office procedures. Excellent computer skills (Microsoft Word, Excel and Outlook) and the ability to learn Adobe Photoshop. Knowledge of principles and processes for providing customer service and meeting quality standards. Knowledge of the Canadian Government organization and structure is required. Must be familiar with Canadian political, industrial, cultural and/or academic leaders. Knowledge of U.S. government agencies and offices within a diplomatic mission.

Education Requirements:

Completion of high school is required.


LANGUAGE: Fluent (Level IV) writing/speaking/reading in English. This may be tested.

SKILLS AND ABILITIES: Must be able to remain composed, professional and productive even in demanding circumstances. Treat all with respect and demonstrates sensitivity to status, protocol relationships and chain of command. Must interact effectively in official encounters. Must have good basic writing skills to draft simple letters and be able to type 40 words per minute. Must have good verbal communication skills and be able to perform duties with discretion. Must have excellent organizational, planning, and prioritizing skills and be able to work well under pressure.

The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.


All applicants under consideration will be required to pass medical and security certifications.

Benefits and Other Info

Agency Benefits:

Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in Canada may receive a compensation package that may include health, separation, and other benefits.

For EFMs, benefits should be discussed with the Human Resources Office.

The pay plan is assigned at the time of the conditional offer letter by the HR Office.

Other Information:

HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.


  • AEFM / USEFM who is a preference-eligible U.S. Veteran*


  • FS on LWOP and CS with reemployment rights **

  • IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

How to Apply

How to Apply:

All candidates must be able to obtain and hold a top secret clearance.

Candidates who do not provide proof of eligibility to work in Canada will not be considered.

To apply for this position click the “Submit Application” button. For more information on how to apply visit the Mission internet site.

Required Documents:

In order to qualify based on education, you MUST submit the requested diploma and / or transcripts as verification of educational requirement by the closing date of this announcement. If you fail to provide requested information, or the information you submit is insufficient to verify your eligibility, you will not be considered for this position.

  • Copy of Orders/Assignment Notification (or equivalent)

  • Residency and/or Work Permit

  • Passport copy

  • Degree (not transcript)

  • Degree with transcript

  • Language Scores (if available)

  • Driver’s License

  • Certificate or License

  • DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)

  • SF-50 (if applicable)

Next Steps:

Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.

For further information - the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.

Thank you for your application and your interest in working at the U.S. Mission in Canada.