View Vacancy – Head of Executive Office

Main purpose of job:

The British High Commission is seeking a Head of Executive Office. This is a busy job at the heart of an important diplomatic mission in Ottawa during Canada’s G7 Presidency. It offers a unique insight into the whole range of diplomatic activity and the opportunity to play a part in the dynamic partnership between Canada and the United Kingdom. 

Roles and responsibilities:

The job holder will act as the primary coordinating point for the High Commissioner by managing the diary, meetings, entertaining, duty travel, advice on handling and commissioning/collating briefing. 

They will also provide diary, travel and additional support to the Deputy High Commissioner.  Both the High Commissioner and Deputy High Commissioner travel extensively in Canada (and particularly so in a G7 year for Canada), the job holder therefore has responsibility to make decisions on the High Commissioner’s time, ensure all meetings/travel is prepared, remain in contact and direct any urgent business in their absence. The role will require frequent interaction with senior contacts and ministerial offices both locally and in London. The jobholder will need to be well organised and able to work independently, they will need to ensure deadlines are met, be able to balance competing priorities, and be comfortable managing key relationships liaising between stakeholders in Headquarters and Post/Network. This is a job which demands resilience, tact and discretion and a professional, proactive approach to people, problems and programmes.   

Key responsibilities include:

• Leading the Private Office for the High Commissioner and Deputy High Commissioner by: filtering calls on their time, handling correspondence, planning travel and ensuring that the incoming workload is prioritised then distributed appropriately to either High Commissioner, Deputy High Commissioner or other Team Leads. This requires a good understanding of the High Commission’s work across the political, security, trade and corporate spheres and the ability to speak on behalf of High Commissioner including saying ‘no’ when needed.
• Managing two busy calendars including liaison with the full range of senior contacts from the Canadian Prime Minister’s office to Chief Executive Officers and journalists.
• Being the first point of contact for High Commissioner and Deputy High Commissioner which will require highly developed interpersonal and communication skills managing key stakeholders with politeness, tact, and discretion.
• Anticipating the High Commissioner/Deputy High Commissioner requirements to ensure they are be prepared for their meetings by calling for briefing, assembling material and where necessary, seeking direct support from the Subject Matter Experts.
• Drafting letters, emails and responses to incoming correspondence on behalf of the High Commissioner and Deputy High Commissioner as well as co-ordinating the travel arrangements and follow up post-travel with tracking and processing expenses while providing regular budget reports in liaison with the Head of Finance.
• Line managing the High Commissioner’s driver and the Deputy Head of Executive Office to provide the High Commissioner with the seamless coordination and support at all times.
• Line managing the Deputy Head of Executive Office to ensure that they are able to provide seamless support in times of absence and to empower them to deliver their own objectives including on internal communications, management of events and liaison with the High Commission Residence.
• Acting as Quality Assurer to the Residence Manager to ensure a close relationship between the High Commissioner’s office and Residence enabling the High Commissioner to deliver an ambitious and exciting programme of events at the High Commissioner’s residence.
• Acting as the focal point for the High Commissioner’s communication with the Canada network, drafting messages, picking up issues of interest and concern and planning when to hold all-staff meetings

The above list is not exhaustive, and there is scope for the right candidate to further shape the role.

Resources managed: 

Line Manage – High Commissioner’s Driver
Line Manage – Deputy Head of Executive Office
Quality Assurer – Residence Manager, High Commissioner’s Residence

• Excellent organisational skills and ability to work under pressure and to deadlines. Being able to prioritise is essential.
• Political sensitivity, discretion and trustworthiness.
• Excellent team-working and interpersonal skills.
• Ability to take responsibility for decisions and to act independently.
• Strong oral and written communication skills, and the confidence to interact with very senior interlocutors.
• Confidence to lead the Private Office including Deputy Head of Executive Office and Driver to provide seamless support between the HC and the wider Canada network.
• IT literacy – confidence using Outlook mailbox, calendar and the wider MS Office suite including MS Teams and SharePoint
• Fluency in written and spoken English.
• Legal status to live and work in Canada in your own right, from time of application.