Executive Assistant (ANTICIPATORY)

Important messages

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

Assessment accommodation

The client organization will accept applications on-line only. All job applications must therefore be submitted through the Public Service Resourcing System.

Following are some of the benefits associated with applying online:

- Applicants can create a profile and a resume that can be used when applying for other processes without having to recreate a new application each time.
- Applicants can modify their application/resume at any time BEFORE the closing date indicated on the job advertisement.
- Applicants can verify the status of their applications, at any time.
- Applicants can be notified electronically of tests or interviews and results.
- For some jobs, applicants will find important information, namely the job questionnaire and a complete statement of merit criteria that are only available when applying on-line. To submit an application online, please select the button "Apply Online" below.

When answering the screening questions, remember that the assessment board cannot make assumptions about your experience. It is insufficient to mention that you have the required qualifications or to list your current or past duties. Rather, using this tool, candidates must demonstrate how they meet the education and experience criteria listed in the job opportunity advertisement by providing clear and concrete examples.

Clear and concrete examples are defined as illustrations in which you fully explain the actions, considerations and steps you completed in order to gain the experience you are describing. This detailed contextual information will be used by the board members reviewing your submission to assess whether you have sufficient experience in a relevant field to complete the tasks which will be assigned to you should you be considered for this position. This is similar to what would be expected of you when asked to provide a concrete example of a particular situation in the context of an interview. Such examples usually require a minimum of ½ page to describe and a maximum of 2 pages. In order to facilitate this process, you may wish to start your submissions with a sentence similar to: “A clear and concrete example of a situation where I did X is a situation which occurred on Y date and my role in this activity was to...”.

Resumes will be used as a secondary source of information and strictly to validate the concrete examples you will have described in this tool.

Duties

As the executive assistant you will be given the opportunity to:

1. Organize and monitor meetings, coordinate invitations, manage calendars and provide active support on a daily basis.

2. Submit to the Secretary (Senior Executive) before each meeting the applicable documents that will be considered at these meetings.

3. Assist in the organization and preparation of corporate committees when required.

4. Review and track departmental correspondence and memos for senior management.

5. Assist in drafting correspondence as required, including memos and reports, and prepare forms or spreadsheets for various follow-ups.

6. Assist in the preparation, presentation and standardization of documents by ensuring quality control.

7. Receive and triage incoming mail and, if necessary, promptly circulate it to the persons concerned.

8. Respond to telephone emergencies and ensure prompt re-transmission and follow-up.

9. Prepare expense accounts and travel arrangements.

Work environment

The Office of the Secretary to the Governor General (OSGG) is a small department that is part of the Core Public Administration (CPA) and is located on the historic grounds of Rideau Hall, at 1 Sussex Drive, in Ottawa.

Under the direction of the Secretary to the Governor General, this person will provide secretariat and administrative support to the Secretary to the Governor General as senior assistant. He/She will also work with other executive assistants reporting to OSGG senior management to ensure the continuity of administrative services within the senior management team.

The Office is a stimulating environment where team spirit and friendliness mix with professionalism and service excellence.

Here, we live history! Come and work with us!

Intent of the process

To staff one (1) indeterminate position. A pool of qualified candidates resulting from this process will be created. The pool will be valid for 12 months with a possibility of extension.

Positions to be filled: 1

Information you must provide

Your résumé.

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

EDUCATION
Successful completion of a secondary school diploma.

Degree equivalency

EXPERIENCE
Experience administering the operations of an executive’s office, including managing, coordinating and planning the complex calendar and meetings of a senior official*.

Experience in liaising with offices of senior officials* within the Government of Canada and/or with prominent members of the Canadian public.

Experience in analyzing and assuring quality control of executive correspondence and materials, and determining appropriate action or follow-up.

Experience in using Microsoft Office Suite (Word, Outlook, Excel and PowerPoint).

*Senior official is defined as an assistant deputy minister, minister, chief executive officer or president.

ABILITIES
Ability to analyze problems and provide recommendations.

Ability to manage multiple tasks and adjust to new and sometimes urgent demands and requirements.

Ability to communicate in writing in both languages.

Ability to communicate orally in both languages.

PERSONAL SUITABILITIES
Discretion

Judgment

Effective interpersonal skills

Values and Ethics

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

KNOWLEDGE
Knowledge of the roles and responsibilities of the Office of the Secretary to the Governor General.

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

Bilingual - Imperative (CCC/CCC)

Information on language requirements

Conditions of employment

Top Secret security clearance

Willing and able to work long and irregular hours, and to work overtime on a regular basis, on standby, and on short notice.

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the designated groups when you apply.

Information on employment equity

1. Acknowledgement of receipt of applications will not be sent.

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

3. Candidates who have valid second language evaluation (SLE) results are to provide proof of their test results. It is the responsibility of those candidates who do not have their results to obtain them from the Public Service Commission (PSC). http://www.psc cfp.gc.ca/ppc-cpp/test-examen-result/result-eng.htm

4. For this selection process, the Office of the Secretary to the Governor General will communicate with candidates by email. Applicants must include in their application a valid email address that is functional at all times and accepts messages from unknown users as some email systems block certain types of email.

5. Various assessment tools may be used in this selection process, such as a written examination, a take-home exam, an interview, references, etc.

6. If a written exam is administered, ONLY candidates who successfully pass the written exam will be invited for an interview.

7. INFORMATION TO BE PROVIDED:
Candidates must provide the following information when submitting their application on jobs.gc.ca (Public Service Resourcing System, PSRS):
- A résumé;
- Responses to all required questions pertaining to Essential Qualifications (Education and Experience), Asset Qualifications as well as complementary questions.
-Your responses to required questions will be used as the primary source of information and your CV/résumé will only be used to validate the information.

8. TRAVEL RELATED TO THE SELECTION OR APPOINTMENT PROCESS
Please note that candidates (including employees of the Public Service) will not be considered to be in travel status or on government business and that travel costs will not be reimbursed. Consequently, candidates will be responsible for travel costs. Minimal reimbursement of relocation expenses could be offered if the selected candidate moves as a result of an employment offer..

9. Top-down selection may be applied; a cut-off score may be established after all scores are received. Random selection may be used at any time during the process to identify which applicants will be further assessed.

10. A security check will be administered and proof of citizenship, education, and at least 2 work references with names and applicable phone numbers will be required. Security Check will include a credit check and fingerprinting. Successful candidate(s) must meet and maintain the Conditions of Employment throughout their employment.

Preference

Preference will be given to veterans and to Canadian citizens, in that order, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

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