Program Assistant (Anticipatory)

Global Affairs Canada Locally Engaged Staff Recruitment; Anchorage (AK); On-site; USD 42,000 - 54,000; Full time

Job summary

The Consulate of Canada in Anchorage is seeking a Program Assistant to provide administrative and operational support to mission programs, including Political-Economic or Trade sections, helping advance Canadian interests and ensure effective delivery of programs. The role covers scheduling, travel arrangements, meetings, financial processing, documentation, liaison with stakeholders, and reporting.

Candidates must have a college diploma or two years of postsecondary studies and English advanced

Qualifications

• Two years of full-time postsecondary education or diploma required.
• Combination of education and relevant professional experience may be considered.
• Proven ability to prepare correspondence, reports and briefing materials.
• Experience coordinating meetings, travel, events and logistics preferred.

Responsibilities

• Provides administrative and clerical support to program operations; prepares correspondence, reports and briefing materials.
• Organizes meetings, schedules appointments, and coordinates logistics for visits and events.
• Arranges travel and accommodation for program staff and visiting officials.
• Supports procurement, contracting, or program-related activities.
• Assists with financial processes including payments, tracking expenditures, and maintaining records.
• Conducts basic research and compiles information; maintains filing systems and databases.
• Liaises with internal and external stakeholders and responds to routine inquiries.
• Supports communications and monitors program-related media and social media.

Skills

Administrative support

Event coordination

Communication

Office software

Education

College diploma or postsecondary diploma

Education plus experience alternative

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

The Consulate of Canada in Anchorage is seeking to staff a Program Assistant position. This process may also be used to establish a pool of qualified candidates for similar positions that may arise at the mission.

The incumbent will provide administrative and operational support to one of several mission programs, including but not limited to the Political-Economic or Trade sections. The successful candidate will support the advancement of Canadian interests and contribute to the effective delivery of programs by supporting operational, financial, and logistical activities.

Responsibilities may include, but are not limited to:

• Provides administrative and clerical support to program operations, including preparing correspondence, reports, and briefing materials;
• Organizes meetings, schedules appointments, and coordinates logistics for visits and events, including hospitality activities;
• Arranges travel and accommodation for program staff and visiting officials;
• Supports procurement, contracting, or program-related activities;
• Assists with financial processes, including processing payments, tracking expenditures, preparing financial documentation and maintaining financial records;
• Conducts basic research and compiles information;
• Maintains filing systems, databases, and contact lists;
• Liaises with internal and external stakeholders, and responds to routine inquiries;
• Maintains professional relationships with local contacts and service providers;
• Supports communications and monitors program-related media and social media;
• Assists committees and working groups by preparing documentation and coordinating logistics;

AREA OF SELECTION:

This selection process is open to all applicants who reside in and are legally authorized to work in the United States, meet all essential qualifications, and submit their applications by the closing date.

Applicants must reside in the State of Alaska at the time of appointment.

Please note that the Consulate of Canada in Anchorage does not sponsor work authorizations directly or indirectly.

The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor. 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.

ESSENTIAL QUALIFICATIONS

All essential qualifications will be assessed. Methods of assessments and screening of candidates may include but are not limited to: verification of credentials, resumés and letters of presentation; interviews, exams and practical tests; presentations or other types of assessments.

Education

This position requires:

• College diploma or postsecondary school technical or professional diploma attesting two or more years of full-time studies.

OR

• An acceptable combination of post-secondary education and minimum two years of relevant professional experience.

*Candidates will be required to provide proof of the completion of their education

Language

The following languages and proficiency level are required for this job.

• An advanced proficiency level (reading, writing, comprehension, and speaking) in English.

Experience

In order to perform the duties relevant to this job, the following experience is required:

• Minimum of one (1) year of cumulative resent experience providing administrative or operational support services in an office environment, including coordinating tasks (e.g., scheduling meetings, organizing travel, supporting events) and logistical arrangements.
• Preparing and reviewing documents, correspondence or reports, and maintaining records, databases or filing systems.

*Experience must be within the last five years.

All competencies will be assessed. All competencies must be met prior to appointment.

• Thinking Things Through
• Judgment and Discretion
• Initiative and Action Oriented
• Working with Others
• Ability to communicate effectively orally and in writing -Advanced
• Knowledge of General Office Procedures and Practices
• Focus on Quality and Detail
• Proficiency in Microsoft Office 365 Suite including Word, Excel, Outlook, and PowerPoint.

Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications

• French language proficiency
• Experience working in a diplomatic mission, an intergovernmental organization or a Canadian public sector organisation.
• Experience organizing and supporting meetings, visits and events, including coordinating logistics.
• Experience with financial processes such as processing payments, tracking expenditures, or supporting financial or budget monitoring activities.
• Experience responding to client or stakeholder inquiries and providing administrative guidance or information.
• Experience liaising with local government agencies and external stakeholders

OPERATIONAL REQUIREMENTS

• Hours of Work: Normal hours of work of work for this position are in accordance with Locally-Engaged Staff regulations of37.5hours per week.
• Occasional overtime, including evenings and weekends, may be required with advance notice.
• Location of work:Employees must be able to work in person in the office at the Consulate of Canada in Anchorage.

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 incumbent of this position.

• Valid work authorization:Ability to obtain and hold a valid work authorization covering the entire employment period.
• Security screening: Obtain and maintain a Reliability Status (security level) which includes a criminal and credit background check from the Government of Canada.

Special Request from Mission / Additional Comments:

We offer a competitive salary, generous leave, 12 weeks of paid parental leave and a strong benefits package that includes medical, dental,long-termdisability and a retirement savings plan. Please find a summary of our benefits package and information on employment eligibility at: Jobs at our offices in the United States (international.gc.ca)

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. Canada’s strength is diversity and it has played a key role in Canada’s history and development. Because of this, the Consulate of Canada in Anchorage values diversity, equity and inclusion in our workforce.

IMPORTANT NOTES

Carefully review the following:

• Please note that the Consulate of Canada in Anchorage does not sponsor work authorizations directly or indirectly.
• The Government of Canada has established a multiple step salary scale as well as Terms and Conditions tailored to each country’s local labor environment. The Government of Canada does not negotiate salaries. Competitive benefits in line with local practices for each country are also provided in the gross compensation package.
• 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 must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks may be sought for candidates.
• Please note that the Consulate of Canada in Anchorage does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
• We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated (during any phase of the evaluation process, please contact us at [e-mail] to request specialized accommodation(a modification made to the standard assessment conditions, allowing individuals with disabilities to demonstrate their abilities on an exam by removing barriers related to their specific needs). All information received in relation to accommodation will be kept confidential.
• The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time or full-time openings at the Consulate of Canada in Anchorage, which might arise following the completion of this selection process.
• For Canadian citizens/residents and Canadian dual nationals, please note that it is your responsibility to enquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada.