Executive Assistant

Important messages

Ability to follow instructions will be assessed at the screening stage.
Candidates MUST provide a cover letter with concrete and detailed examples which clearly demonstrates how they meet each of the education and experience criteria listed in the essential qualifications section as well as any applicable asset qualifications. An effective approach would be to use the wording of each experience criterion as a heading and then write one or two paragraphs demonstrating, with clear and accurate details, how you meet each of them. The curriculum vitae will be used as a secondary source to validate the information described in the cover letter. Failure to provide this information in the requested format may result in your application being rejected. Candidates will not be solicited for incomplete or missing information. Your cover letter may be used to assess your ability to communicate effectively in writing.

Candidates who have already submitted their application to process number 17-AHS-HPCD-IA-NCR-213900 do NOT need to reapply. Your application will be considered.

Intent of the process

This process will be used to staff two (2) positions on a permanent basis.

A pool of qualified candidates will be established and may be used to staff similar positions within the Public Health Agency of Canada with:

* various tenures,
* various language requirements and linguistic profiles,
* various security requirements and/or
* various conditions of employment.

As a result of the potential and possible use of the selection process and subsequent pool by hiring managers, we encourage all employees seeking this type of position/workstream and/or group and level to apply.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

A covering letter in 2,500 words (maximum)

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)

Education:
A secondary school diploma or employer-approved alternatives

Note:
The employer-approved alternatives to a secondary school diploma are:
• A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or
• An acceptable combination of education, training and/or experience

Degree equivalency

Experience:
• Experience scheduling and organizing meetings
• Experience managing (sorting, forwarding, replying, following-up) e-mails for an executive*
• Experience preparing and tracking correspondence, including maintaining a bring forward system
• Experience formatting and proofreading of various documents such as briefing notes, memorandums, presentations or reports
• Experience using software applications such as MS Word, Excel, PowerPoint, Outlook

Note:
* Executive is defined as Director level or above

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

Asset Qualifications:
• Experience providing logistical support to senior level committees, including maintaining a forward agenda
• Experience planning and coordinating logistics for travel and hospitality, as well as preparing travel expense reports
• Experience using a correspondence tracking system (such as CCM+ or CCM Enterprise, CCM Mercury, MECS, EKME, EMT/OBT, etc.)

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

Various language requirements
Bilingual Imperative BBB/BBB
Bilingual Imperative CBC/CBC

Information on language requirements

Abilities:
• Ability to organize workload
• Ability to review time sensitive documents to determine the most appropriate course of action
• Ability to work independently
• Ability to communicate effectively in writing
• Ability to communicate effectively orally
• Ability to follow instructions *

Note: * This qualification will be assessed at the screening stage

Personal Suitability:
• Effective interpersonal relationships
• Critical Judgment *
• Reliability
• Attention to detail

Note: * May be assessed throughout the process

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

Organizational Needs:
The Public Health Agency of Canada is committed to Employment Equity. In order to ensure a diversified workforce, preference may be given to candidates selfidentifying as belonging to one or more of the following Employment Equity groups: aboriginal peoples, persons with disabilities and members of visible minority groups provided the candidate meets all essential qualifications listed on the job opportunity notice and any applicable asset qualification(s).

Operational Requirement:
Willingness and ability to work overtime on short notice

Conditions of employment

Reliability and Security: Secret or reliability depending on the position

Other information

A written examination may be administered.
An interview may be administered.
Reference checks may be sought.

Candidates must meet the essential qualifications to be appointed to a position.

You must provide proof of education credentials at a later time in the process. Candidates with foreign credentials must provide proof of Canadian equivalency. Consult the Canadian Information Centre for International Credentials for further information at http://www.cicic.ca/indexe.stm

Pass marks will be established for each qualification. However, achieving the pass mark is not a guarantee of an appointment or that candidates will be put through the next stages of the assessment process. A cut-off score and/or top-down approach may be used at any step if there are a sufficient number of candidates to meet immediate and anticipated staffing needs.

Candidates may be required to meet the asset qualifications and/or the organizational needs, depending on the requirements of the specific position being staffed.

Acknowledgment of receipt of applications will not be sent; we will contact candidates when the screening process is completed.

CANDIDATES WILL NOT BE SOLICITED FOR INCOMPLETE OR POSSIBLY MISSING INFORMATION.

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.

As an equal opportunity employer, the Public Service of Canada is committed to accommodating the needs of persons with disabilities. If you have any health or physical limitations, which may adversely affect your performance during any phase of the appointment process, please identify any accommodation needed.

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.