Executive Assistant and Administrative Officer

Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.

The Consulate General of Ireland, Vancouver, is seeking a highly motivated, enthusiastic and hardworking person with a capacity to multi-task in a busy and demanding environment, to fill a full-time position as Executive Assistant and Administration Officer. The successful candidate will work as part of dynamic and flexible Consulate General team and will have significant opportunities to develop their skills and gain hands-on experience in diary and records management, social media, and event administration. As part of the small but vibrant Consulate General team, the Executive Assistant will also assist in the general duties of the Consulate General, as required, for example in assisting with the organisation of large-scale events including the St. Patrick’s Day period, and associated duties relating to inward high-level visits. The successful candidate must also have excellent communication and interpersonal skills.

Roles and Responsibilities:

The precise range of duties will vary over time according to the needs of the Consulate General, but will include the following:

• Managing the Consul General’s Diary and providing administrative support to diplomatic staff as required;
• Front of office duties including dealing with visitors to the Consulate, phone and email enquiries;
• Responsibility for day-to-day administrative tasks, including management of individual projects, such as procurement; contact database maintenance, etc.;
• General office management support including facilities and vendor engagement;
• Supporting the diplomatic staff and the public diplomacy officer with the organisation of events, including community events, high level visits, in-house lunches and national day receptions; creation of social media posts, including photos and videos for meetings and events, in line with the Department of Foreign Affairs and Trade Social Media Policy;
• Logistical support for official visits from Ireland (including arranging bilateral meetings, local transportation, accommodation, etc.), and arranging travel for diplomatic staff;
• In addition to the above, the Executive Assistant and Administrative Officer will be required to carry out other functions subject to the business needs of the Consulate, including periodic out of hours and weekend cover for the Consulate’s consular duty service. (Time in lieu is provided for out of hours work.

Essential Requirements candidates must be able to demonstrate:

• Candidates must have at least two years previous professional experience in an office-based, client, or public facing role;
• The candidate must have strong interpersonal skills, with excellent time management;
• The candidate must demonstrate, using work based examples, of providing excellent customer service, being persuasive, working in a team, and also dealing effectively with people in external organisations;
• The candidate must have proven ability to build relationships and maintain a network of contacts across community, academic, industry and public-sector communities;
• The candidate must provide evidence of flexibility, efficiency and effectiveness showing excellent organizational skills, attention to detail, ability to work under pressure and to manage multiple tasks;
• The candidate should provide examples of being solutions-oriented, and committed to delivering results, including by adapting approach if necessary, taking ownership of tasks and demonstrating the ability to work on their own initiative;
• The candidate must be fully fluent in both written and spoken English;
• The candidate must demonstrate using examples, their working knowledge of Microsoft Office Suite (Outlook, Word, Excel);
• The candidate must have the ability to work out of hours, as required;
• The candidate must show a high degree of integrity and trust;
• All applicants must have a permanent legal right to reside and work in Canada.

Desirable Skills and Experience:

• A good understanding of the role of the Department of Foreign Affairs and Trade and the work of the Consulate and an interest in, or aptitude for, Irish-Canadian relations;
• Previous professional experience as a personal assistant or as an Executive Assistant;
• Experience in event organisation and ‘on the ground’ events support;
• Previous experience of working in an international environment or diplomatic mission, particularly in the provision of administrative services, would also be advantageous;
• The ideal candidate will have a full, clean drivers licence.

Terms and conditions of employment:

• The successful candidates will be hired on an initial 12 month contract duration, with a six-month probation period, and will be based at the Consulate General of Ireland, Vancouver.
• Monday to Friday, 40 hours per week, with standard office hours from 9am to 5pm. Flexibility is required due to occasional additional hours including some evening and weekend work (leave time-in-lieu will be offered for this work). Individuals unable to work out-of-hours would not be suitable for this role.
• Annual Leave entitlement 20 days per annum, plus public holidays.
• The salary for the position is CAD $65,597.49 per annum.
• Candidates must have a permanent, legal right to reside and work in Canada and will be subject to Canadian employment and taxation law.

The Application Form for this position is available below. 

Completed application forms should be sent via email only to vancouvercg@dfa.ie with the subject line 'Executive Assistant and Administrative Officer'.

Applications must be received before 4:30pm (PT) on Wednesday 12 August 2026.

Applications received after this time will not be considered. Only completed application forms will be considered, no resumés.

Please note that only short listed applicants will be contacted.

Selection Process:

• Depending on the number of applications received, a short-listing of candidates to be called for a competency-based interview may be undertaken, based on the Essential Requirements above.
• It is planned that interviews will be held in person before the end of August 2026.
• A skills test may be included in the recruitment process.
• A second interview may be included in the recruitment process; and
• A panel may be set up, depending on the suitability of candidates.

General Data Protection Regulation:

All personal information received will be kept in line with GDPR guidelines.

Security Clearance for Local Staff

Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.

Please note that canvassing will disqualify applicants.

The Consulate General of Ireland is committed to a policy of Equal Opportunity.