Program Assistant

3 weeks ago

Los Angeles, United States Global Affairs Canada Locally Engaged Staff Recruitment Affaires mondiales Canada Dotation des empl Full time

**Summary of Duties**:
**Program Assistant - Trade Commissioner Service (TCS)**

The Program Assistant reports directly to a Trade Commissioner Service Program Manager with a team of 3-5 employees within the Consulate General of Canada in Los Angeles, and provides a wide range of administrative support services to this team. Duties include but are not limited to the following:

- Track budget resources, process claims/invoices/payments of vendors, and maintain appropriate records and knowledge of policies
- Prepare contract forms for approval and track contracts with external service providers for completeness on behalf of the team
- Draft correspondences, letters and other documents as required in accordance with departmental standards
- Provide a variety of administrative, logístical, and organizational support to the team, including event management
- Establish and maintain a range of operational contacts by developing/updating lists used for various purposes
- Work collaboratively with the broader administrative support team within the Consulate General of Canada in Los Angeles, as well as with administrative support teams at the Embassy of Canada in Washington DC and Global Affairs Canada headquarters in Ottawa
- Produce routine financial reports

**Common Services Assistant**:
Under general supervision of the Management Consular Officer, the Common Service Assistant provides administrative support and operational implementation for the Management and Consular team, with regional offices. Duties include, but are not limited to, drafting communications and other correspondence; managing calendars and organizing meetings, visits, and events; assisting with the preparation of reports; acting as a financial agent to administer travel/hospitality claims and prepares orders for purchasing; overseeing the record keeping function; responding to service requests from clients; and providing other administrative support as required.

**Area of Selection**:
Please note that the Consulate General of Canada in Los Angeles does not sponsor work authorizations directly or indirectly.

**ESSENTIAL QUALIFICATIONS**
- Language will be assessed further during the process.

**Education**:

- Bachelor's or college degree from an accredited college or university
OR An equivalent combination of education, training and/or work experience in a related field will be considered in place of Bachelor’s or college degree.

**Language**:
An advanced proficiency level in English (reading, writing, comprehension and speaking).

**Experience**:

- A minimum of one year of experience working in a government or corporate office providing administrative support
- Experience tracking budget resources, and processing claims/invoices/payments
- Experience in supporting administrative activities such as meetings, conferences and other projects
- Experience in drafting correspondence, such as responses to public inquiries
- Experience conducting research
- Experience using MS Office Suite, e.g., Word, Excel, and Outlook Experience using CRM systems (Customer Relationship Management) (TCS only)

**RATED REQUIREMENTS**

The Rated Requirements are part of the essential qualifications and are relating to knowledge, abilities and competencies. Methods of assessment for rated requirements may include, but are not limited to, a written examination, an oral interview (online pre-recorded/live or in-person), role-play, practical tests, presentations and/or psychometric assessment.

**Knowledge**:

- Basic knowledge of the role of the Consulate General of Canada in Los Angeles.

**Competencies**:

- Resilience and adaptability
- Judgement and discretion
- Focus on quality and detail
- Teamwork: Highly collaborative working style
- Integrity

**Abilities**:

- Manage multiple competing demands, organize time, and work effectively to meet deadlines
- Ability to work independently in a proactive and accountable manner as well as part of a larger team
- Ability to take initiative and actions to solve problems
- Ability to communicate effectively orally
- Ability to communicate effectively in writting

**Asset Qualifications**:

- Ability to communicate effectively in French both orally and in writing.

**International Business Development Assets**
- Knowledge about the role of the Trade Commissioner Service of Canada
- Experience with event planning
- Experience using social media tools for promotion

**Operational Requirements**:

- Location of work: This position requires that the employee work on-site.
- Willing and able to travel, as required.
- Physical requirements: ability to sit for long periods and to bend and lift to place/retrieve files and to walk and deliver materials to various locations within the office and building. (Common Services only)

**Conditions of Employment**:
Conditions of employment must be met or complied with before being appointed to a particular position, and are to be maintained throughout the employment while being the in

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