Executive Assistant to the Director

Important messages

AMENDMENT TO CLOSING DATE

Duties

- Manages the daily agenda for the Director and sorts out all priorities so these can be actioned in an effective matter. This also includes triaging/monitoring/responding to Director's email/incoming mail/internal and external inquiries, screening requests for meetings, scheduling/rescheduling appointments and preparing various reports and correspondence.
- Composes administrative documents, reviews and makes final revisions for appropriate format, spelling and grammar, and ensures all documents are in place and appropriate signatures are obtained.
- Uses a correspondence tracking system.
- Liaises with other senior officers (Executive Assistant to the Director Generals and Directors, Assistant Deputy Minister Offices, etc.) of the department to request and/or provide information; validates various documents and informs the Director of any problem situations or anticipated situations; and maintains filing and follow-up systems.
- Provides support and services to the division including in human resources, finance, travel, hospitality and security; provides advice and guidance to managers and employees on processes, procedures and requirements, and coordinates the processing of requirements through internal or external service providers.
- Makes travel arrangements and completes travel claims and human resources documents for the Director’s office.

Work environment

As one of Canada’s Best Diversity Employers, AAFC is proud to celebrate our achievement in creating a diverse, respectful, and positive workplace where all employees are valued and recognized for their unique qualities, ideas, voices and perspectives.

Intent of the process

Immediate needs: 1 full time temporary position at the AAFC Research and Development Centre in Morden, MB (with future possibility of becoming permanent) and 1 full time permanent position at the AAFC Research and Development Centre in Saskatoon, SK.

A pool of qualified candidates may be established and may be used for similar permanent and/or temporary employment for the location indicated for this process.

In the event that an employee of the public service is qualified through this process, and there is a temporary need, he/she may be considered for acting or assignment/secondment opportunities.

Positions to be filled: 2

Information you must provide

Your résumé.

Contact information for 2 references.

You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

Secondary school diploma OR an acceptable combination of education, training and/or experience.

Degree equivalency

Experience providing a range of administrative services and support for a senior manager and his/her staff.

Significant* experience in using MS Office Software: Microsoft Word, Excel, PowerPoint and Outlook.

Experience in maintaining electronic and paper files.

Experience drafting, formatting, proofreading, and preparing documents such as memoranda, briefing notes and correspondence.

Experience scheduling and coordinating meetings, teleconferences and videoconferences, and making hospitality and conference arrangements.

Experience preparing meeting agendas, and taking and distributing minutes.

Experience establishing and maintaining a tracking and/or follow-up system.

*Significant is defined as experience associated with having performed a broad range of related activities which could normally be acquired over a period of approximately 12 months

The following will be applied / assessed at a later date (essential for the job)

Bilingual - Imperative (BBB/BBB)

Information on language requirements

Second Language Writing Skills Self-Assessment
In order to help you decide if you should apply to a bilingual position, an optional self-assessment of your writing skills in your second official language is available for you to take before completing your application.

For more information, please consult:
Unsupervised Internet Test of Second Language Writing Skills

Knowledge of office administration practices and procedures.

Adaptability
Initiative
Interactive communication
Planning and Organizing
Teamwork
Analytical Thinking
Attention to detail

Ability to communicate effectively in writing.

The following may be applied / assessed at a later date (may be needed for the job)

Graduation with a degree or diploma from a recognized post-secondary institution in a field related to the position (e.g. office administration, business administration or commerce).

Degree equivalency

Experience managing or booking and organizing travel arrangements and completing travel expense claims forms.

Experience preparing, assembling and disseminating background material for meetings.

Experience in creating, managing and producing various reports for senior management.

Experience coordinating and tracking a budget, expenditures, invoices, and/or financial contracts.

Experience in providing administrative support services in staffing.

Experience in providing administrative support services in human resources.

Experience using a correspondence tracking system such as TRECS or equivalent.

Experience in providing support and using systems such as Science Management Solutions (SMS) for proposal and reporting.

Experience in liaising directly with senior executives and handling confidential, protected, and sensitive material.

Experience working in the federal public service.

Selection may be limited to members of the following Employment Equity groups: Aboriginal persons, persons with disabilities, visible minorities, women

Information on employment equity

Placement of Agriculture and Agri-Food Canada (AAFC) employees affected by workforce adjustment.

Conditions of employment

Secret security clearance

Ability and willingness to work overtime including evenings and weekends.

Other information

Applications submitted by email will not be accepted. You must apply on-line through www.jobs.gc.ca.

Persons with disabilities preventing them from applying on-line are asked to contact 1-800-645-5605.

Persons are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language in their application.

Communication for this process will be sent via email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required. Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).

All communication relating to this process, including email correspondence, may be used in the assessment of qualifications.

Appointment decisions may be based on one or more of the following criteria:
- Matching of the individual's experience or qualifications to the strengths and weaknesses of the work team.
- Matching of the individual's experience or qualifications to the specific duties of the position being staffed.
- Depth, breadth, type of work-specific experience.
- Level/degree of one or more competencies/qualifications.

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.