Executive Assistant

Update: Closing date changed to February 26, 2018

Important messages

Complete the screening questions on the Public Service Resourcing System application website. This tool may be used to assess written communication, in addition to the essential education and essential experience qualifications. If you do not fully complete the screening questions as instructed, you may be screened out. DETAILED RESPONSES TO THE SCREENING QUESTIONS IN THE APPLICATION MUST BE COMPLETED IN ADDITION TO YOUR RESUME.

Duties

Client Service Results:

Coordination services for an executive office (EX) and organization.

Key Activities:

Provides administrative assistance and coordination of activities for the executive manager's office.

Coordinates the flow of information to and from the executive manager's office, including correspondence, telephone calls, e-mail and other requests for information and refers requests to the appropriate officials within the organization for action or follow-up on their inquiries or, when appropriate, responds directly.

Coordinates the executive manager's agenda and makes arrangements for travel and accommodations.

Plans and manages the logistics related to meetings, conferences, workshops and other major events.

Participates in meetings, noting key points and drafting minutes to accurately report proceedings and follow-up requirements.

Liaises with the offices of executive managers, MPs, Ministers, to request or provide information on behalf of the organization.

Monitors and analyses expenses according to approved plans and established policies, guidelines, procedures, criteria, goals and objectives; prepares financial reports.

Contributes to the establishment of internal financial, administrative and human resources procedures and guide their application within the executive manager’s organization.

Provides informal training as well as advice and assistance to client-staff on matters related to departmental financial, administrative and human resource processes, policies and systems.

Coordinates planning, determines specifications for the purchase and maintenance of office space, furniture, material and communication systems as well as informatics services.

Leads projects in the administrative and human resources services fields within the executive manager’s organization.

Intent of the process

Please note this process will only be used to staff a position in Yellowknife (Northwest Territories) . Applicants are encouraged to apply only if they are willing and able to work in or relocate to Yellowknife (Northwest Territories)

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

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:

Secondary school diploma or employer-approved alternatives (a satisfactory score on the PSC test approved as an alternative to a secondary school diploma; or an acceptable combination of education, training and/or experience)

Degree equivalency

Experience:

EX1 Experience in using technology (e.g. e-mail, Internet and word processing)

EX2 Experience in providing general office administrative support (including but not limited to: preparing correspondence, mail, answering phones, filing, faxing, scheduling, etc)

EX3 Experience in coordinating activities or projects or services in an office or organization

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

English essential

Information on language requirements

Abilities and Personal Suitability:

PS1 Communication (oral)
PS2 Communication (written)
PS3 Verification and Accuracy
PS4 Dependability
PS5 Judgement
PS6 Planning and Organizing
PS7 Interpersonal Awareness

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

Education:

A1 Successful completion of two (2) years post-secondary education from a recognized educational institution (e.g. community college, CEGEP, university)

Degree equivalency

Experience:

A2 in conducting procurement activities for the acquisition of goods and services, including the processing or tracking of invoice payments and contracts

A3 in organizing meetings, conferences or teleconferences

A4 in analyzing, forecasting and monitoring an office or area business line budget and preparing budget reports

A5 in making travel arrangements and preparing travel claims

Abilities:

A6 Applying Principles and Procedures

Personal Suitability:

A7 Changing and Learning

Other Organization Needs:

At Employment and Social Development Canada, diversity is our strength. If you’re a woman, an Aboriginal person, a person with a disability or a visible minority and are interested in bringing in different perspectives and insights, let us know by completing the Employment Equity (EE) section in your application. Appointments of members of these EE groups could be made to ensure our workforce is inclusive and representative of the Canadian public we serve.

OPERATIONAL REQUIREMENTS:

• Willing and able to work overtime as required
• Willing and able to travel

Conditions of employment

Secret security clearance

Other information

EDUCATION:

You must clearly indicate your education level. Proof of education will be requested at the assessment stage of this process.

Candidates with foreign educational credentials are required to provide proof of Canadian equivalency. You may consult the Canadian Information Centre for International Credentials at www.cicic.ca for further information.

Communication (including invitations for assessment) for this process will be sent by email. It is the responsibility of the Applicant to ensure accurate contact information is provided and updated as required. Applicants who apply to this selection process must include an email address that accepts email from unknown users (some email systems block these types of email). Applicants are strongly encouraged to check their email on a regular basis.

Persons are entitled to participate in the process in the official language of their choice.

Acknowledgment of receipt of applications will not be sent. We will only contact those applicants screened into the process.

All communication relating to this process including e-mail correspondence may be used in the assessment of qualifications.

A random selection and/or top down selection may be used at any point during the assessment process.

Applicants must meet each essential qualification to be appointed to a position.

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

Reference checks may be sought.

A test may be administered.

A situational exercise may be administered.

An interview may be administered.

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.