Administrative assistant to the cultural service

The Quebec Government has a network of 37 offices throughout the world, including eight in the following European cities: Paris, Brussels, London, Munich, Berlin, Barcelona, Milan, and Rome.

Through its offices abroad, the Ministry of International Relations and the Francophonie offers Quebec’s entrepreneurs, creators, researchers and institutions services, advice, and activities to the various countries in its network.

The Quebec Government Office in London (DGQL), which opened in 1962, represents the Quebec Government in the United Kingdom, the Republic of Ireland and the Nordic countries (Denmark, Finland, Iceland, Norway and Sweden). Its role is to develop and support economic, political, institutional, and cultural exchanges with those countries.

For further information on the DGQL, please search the Internet site: Délégation générale du Québec à Londres.

Under the immediate authority of the Director of the cultural service (whose mandate includes the promotion, dissemination, and market development of Québec culture within the territory covered by the Québec Government Office in London (DGQL)), the position holder acts as the Director's secretary and provides technical support for the management of the cultural service and its attachés. As a technician, they ensure the realisation of the service’s projects, events, and activities, in collaboration with the attachés, as well as the promotion and communication of the activities of the service and various Québec artists and collaborators. They may also be called upon to perform any other related tasks that their immediate superior may assign to them.

Through their sense of initiative and quality of their work, the position holder contributes greatly to the effectiveness of their position.

The position holder will contribute to the achievement of the objectives of the DGQL and the Ministry of Culture and Communications (MCC).

The main responsibilities of the position holder include the following:

Administrative and technical support to the Director

• Creating, maintaining and formatting various documents and forms;
• Planning and managing the Director’s schedule;
• Organising meetings and looking after travel arrangements;
• Carrying out any other necessary tasks.

Administrative and technical support to the cultural service

• Looking after document management and filing;
• Creating, maintaining and formatting various documents and forms;
• Reporting expenses;
• Handling mail and phone/video calls;
• Procuring office supplies;
• Managing budgets;
• Welcoming guests;
• Carrying out any other necessary tasks.

Support for the service’s market development goals

• Taking care of event production;
• Assisting with event coordination;
• Producing the magazine "Québec Culture" three times per year;
• Producing any other necessary promotional materials;
• Carrying out any other necessary tasks.

The candidate must:

• Hold an undergraduate university degree in a subject associated with their duties;
• Have at least two years’ experience in administration, culture arts or in a similar environment;
• Have excellent computer skills (Office 365, internal software);
• Agree to a security background check.

The person sought should possess the following qualities:

• Demonstrate extremely good organisational skills, including precision, rigour, discretion and independence;
• Be proactive, diplomatic and a team player;
• Be able to meet deadlines and multitask;
• Maintain good communication with other colleagues and counterparts;
• Have knowledge of or be familiar with Québec, British, Irish and/or Nordic cultural matters;
• The post holder will have to familiarise themselves with the different governmental administrative processes and procedures which they will have to use in this role.

Excellent spoken and written English, and also a good working knowledge of French.

• Regular permanent employment.
• 35 hours per week.
• Annual salary: Class 6 from £ 44,074
• Starting date: As soon as possible

The employee might occasionally be called upon to work outside normal working hours, depending on their representative duties, their ministerial and commercial missions and research and innovation events within the territory.

Candidates must be qualified to work long term in the United Kingdom. The DGQL will take no steps to obtain a work permit.

The DGQL is an equal opportunities employer.

If you are interested in applying for the post and meet the requirements described in the job offer, send your CV and a motivation letter in French (Word or PDF format) to Mrs Bhavna Seesarun (candidaturesdgql@mri.gouv.qc.ca), indicating the name of the post in the heading to your e-mail.

Only applications received by no later than 5 pm (London time) on April 15^th, 2024 will be considered.

Professional references will be required.

Only selected candidates will be contacted.