10/24/2023
POSITION OPENING - SECRETARY POSITION
The Delegation of Japan to ICAO is a diplomatic mission of Japanese Government to the International Civil Aviation Organization and looking for a motivated and professional individual to join our team. This role requires providing superior service, punctuality, courtesy and professionalism as they will regularly welcome government officials and high-profile visitors.
(For more information of the Delegation of Japan to ICAO, please visit https://www.icao.emb-japan.go.jp/itprtop_en/index.html.)
Position Description: The duties and responsibilities of the position include, but are not limited to:
• Providing general secretarial and clerical support for the Head of Delegation.
• Overseeing calendars, scheduling appointments, transportation arrangement, managing documents and providing filing support.
• Being responsible for all correspondence with other national delegations as well as the Organization.
• Managing emails, drafting official letters, creating invitations to events (and follow-up) and conducting research.
• Assisting in organizing and hosting events such as National Day Reception and providing respective assistance for major events.
• Assisting arriving and departing Delegation members.
• Other task include data entry, receiving and distributing mail, and maintaining office premises and supplies.
• Providing hospitality support, such as serving tea or coffee to officials and guests
• Other office duties as assigned.
Essential Requirements:
• Must be a Canadian Citizen or a Permanent Resident (no working visa support).
• A criminal background check will be required prior to start date.
Qualifications
• Educational qualifications: Minimum Bachelor’s degree.
• Years of experience: Preferably two years relevant experience in a similar position.
• Required languages: Reading, writing and speaking abilities in English and French are essential. Candidates must possess an excellent level of English, as they may be required to draft, edit and format official letters, speech manuscripts, and other documents. Candidates should be capable of communicating professionally, as they will be required to correspond with other government and external relations entities.
• Candidates must be capable of keeping up-to-date with daily activity and general matters. They should be adept at multi-tasking and should be detail-oriented. They should be ready to work autonomously as well as have a strong sense of teamwork, so as to maintain harmonious working relationships and achieve common goals.
• Candidate must be reliable, courteous, discrete, diligent and versatile. It is imperative that they safeguard office confidentiality at all times.
• Candidate should have a certain level of Interest in or knowledge of Japan and its governance structure as well as interpersonal and cross-cultural communication are considered assets.
• Candidate must have computer skills and must be proficient in Microsoft office applications.
Position Type
• Full-Time: Monday to Friday, 9:00am to 5:00pm including breaks. Schedule may, however, be subject to change. Overtime will be requested according to the Delegation and organizational needs.
• First three months are a probationary period.
Salary Details
• Monthly payroll plus performance bonus: $20-23 plus bonus depending on your past experience.
• Employee package includes group insurance, annual leave (20 days) and paid sick leave (14 days).
Location: 999 Robert-Bourassa Boulevard, suite 10.35, Montreal, Quebec, Canada H3C 5J9
Application
Email your cover letter (addressed to the “Delegation of Japan to ICAO”) and CV in English to [email protected]. Address your cover letter to the “Delegation of Japan to ICAO”. The cover letter should describe your qualifications and motivation for this position as well as brief summary of your work experience and training relevant to this position. Inclusion of a letter of reference or recommendation is preferable. Please note that only those selected for an interview will be contacted.
Contact Information
Delegation of Japan to ICAO
Tel: 514-954-8280 Email: [email protected]
