Senior Executive Assistant and Consular Coordinator; Anticipatory

Senior Executive Assistant and Consular Coordinator (Anticipatory)

Senior Executive Assistant and Consular Coordinator (Anticipatory)

The Consulate General of Canada in Detroit is seeking to hire a Senior Executive Assistant and a Consular Coordinator. This staffing process may also be used to create a pool of qualified candidates for similar positions.

The Senior Executive Assistant provides high‑level administrative and coordination support to the Head of Mission or senior executive, ensuring the efficient operation of the executive office, including managing schedules, correspondence, events, and key stakeholder interactions.

The Consular Coordinator provides coordination and administrative support to the consular, passport, and citizenship programs, supporting service delivery to Canadians abroad, including case processing and client assistance.

Duties may include, but are not limited to:

• Coordinating schedules, meetings, events, travel, and official visits
• Preparing, reviewing, and tracking correspondence, reports, and documentation
• Managing information, records, and administrative processes
• Monitoring budgets, expenditures, and financial reporting activities
• Conducting research, gathering information, and analyzing issues
• Providing guidance and client service to internal and external stakeholders
• Liaising with government officials, partners, and service providers
• Supporting program delivery, workflow coordination, and case tracking
• Supervising or coordinating administrative staff and workloads
• Contributing to emergency response, high‑level visits, and special projects

AREA OF SELECTION

This selection process is open to all applicants who are residing and legally authorized to work in the USA, who meet all the essential qualifications, and whose applications are received by the closing date.

Please note that the successful candidate must reside within the Mission’s territory (Michigan, Ohio, Kentucky, and Indiana, excluding Jasper, Lake, LaPorte, Newton, and Porter counties) at the time of appointment.

The Consulate General of Canada in Detroit does not sponsor work authorization, directly or indirectly, nor does it cover relocation costs.

ESSENTIAL QUALIFICATIONS

All essential qualifications will be assessed. Methods of assessment and screening may include verification of credentials, resume, letters of presentation, interviews, exams, practical tests, and presentations.

Education

This position requires:

• An Associate Degree, College Diploma, or Professional Degree from a legally recognized institution in administration, or an equivalent combination of education, training, and/or experience.

Language

• Advanced proficiency in English (reading, writing, comprehension, and speaking).
• Consular Coordinator only: intermediate proficiency in French (reading, writing, comprehension, and speaking).

Experience

• Minimum of two (2) years of cumulative experience in administrative support, including calendar management, preparing forms and initiating payments, monitoring budgets, coordinating events, and drafting correspondence or responding to client inquiries.

All competencies will be assessed:

• Technical proficiency in Microsoft Office
  365 (Excel, Outlook, and Word)
• Thinking Things Through
• Organization and Coordination
• Focus on Quality and Detail
• Working with Others and Horizontal Leadership

Preference may be given to candidates who meet the asset qualifications:

• French language proficiency
• Experience working in a diplomatic mission
• Knowledge of the FAS system
• Experience supporting a senior executive
• Experience in consular services or crisis management
• Knowledge of Global Affairs Canada Consular mandate and objectives
• General knowledge of United States government organizations and policies relevant to foreign nationals

OPERATIONAL REQUIREMENTS

• Hours of Work:
  Normal hours of work are 37.5 hours per week, in line with Locally‑Engaged Staff regulations.
• Overtime:
  Willingness to work overtime on short notice.
• Location of Work:
  Work is performed on‑site with limited flexibility for hybrid remote work, subject to internal guidelines.
• Travel:
  Must be willing and able to travel domestically and internationally alone or with colleagues, as required.

Consu…