Executive Assistant

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

AAFC is committed to diversity and inclusion and is proud to be recognized as one of Canada’s best diversity employers. We welcome all applicants and strongly encourage candidates to self-declare if they belong to an Employment Equity designated group (i.e. Aboriginal Peoples, Persons with Disabilities, Visible Minorities or Women).

Duties

• Provides administrative support to the office of the Associate Director, Research, Development and Technology;
• Screens and responds to queries received (in–person, by telephone or electronically), researches and provides information requested;
• Analyzes incoming documents to determine the subject matter, researches and coordinates the preparation of responses;
• Manages the daily calendar for the Associate Director, Research, Development and Technology, briefing him/her on daily and weekly priorities;
• Develops the work unit’s filing system, verifies data input in the department’s budget system related to forecast processes; processes invoices and prepares procurement documents as needed.
• Arrange and coordinates travel arrangements for supervisor;
• Determines the logistical needs for a variety of meetings, based on protocol;
• Assists the Associate Director, Research, Development and Technology in preparing a variety of reports.
• Supervises administrative support staff in the Associate Director’s office.

Intent of the process

Immediate need: 1 full time permanent position.

A pool of qualified candidates may be established and may be used for similar permanent and temporary employment.

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

Positions to be filled: 1

Information you must provide

Your résumé.

Contact information for 2 references.

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 managing a calendar for a supervisor or manager (i.e. scheduling meetings, conference calls, appointments, and or training arrangements).
Experience recording and transcribing minutes.
Experience using various software programs (e.g. Microsoft Office software, Outlook).
Experience arranging travel and hospitality.
Experience handling business communication and drafting correspondence.

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

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 providing a range of administrative services and support in a manager’s office.
Experience establishing and maintaining a tracking or follow-up system.
Experience managing activities or projects and planning events.
Experience supervising administrative staff.
Experience using Microsoft SharePoint.

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

English essential

Information on language requirements

Knowledge of financial management practices.

Adaptability
Interactive Communication
Planning and Organizing
Teamwork
Writing Skills

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

Knowledge of federal governmental policies and processes in areas such as travel, hospitality, financial delegation, financial management and human resources.

Knowledge of administrative procedures for handling ministerial correspondence and briefing notes.

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 Work Force Adjustment.

Conditions of employment

Secret security clearance

Ability and willingness to work overtime.

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

ASSESSMENT INFORMATION

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.

Various assessment tools may be used, such as, standardized tests, interviews, references, board member knowledge, etc.

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

A random and/or top down selection of candidates may be used in the determination of those to be given further consideration in the assessment process.

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.

A test may be administered.

An interview may be administered.

Reference checks may be sought.

You must provide proof of your education credentials.

Asset qualifications may be used in the determination of those to be given further consideration in the assessment process.

APPLICATION & CORRESPONDENCE 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).

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.