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

ONLY ONLINE APPLICATIONS WILL BE ACCEPTED.

While the Courts Administration Service pays their employees through Phoenix, we have in-house compensation services which includes direct access to a Compensation Advisor in Ottawa for timely resolution of any pay issues that arise.

Duties

The Executive Assistant provides full administrative support to the Deputy Chief Administrator (DCA) of Corporate Management and Chief Financial Officer of the Courts Administration Service (CAS). The DCA is equivalent to an Assistant Deputy Minister.

A key role of the Executive Assistant is to actively track and follow up on numerous deliverables, tasks, decisions and issues requiring action from the DCA and others internal and external to the Courts and CAS, often at a senior level.

Duties of the Executive Assistant include: managing the overall flow of information, correspondence and documentation within the DCA’s office; scheduling meetings, coordinating the necessary documents and taking minutes; arranging executive travel and processing expense claims ; verifying documents submitted for accuracy, completeness and compliance with administrative procedures; tracking and following up on various decisions, issues and approvals; communicating tasks to senior managers under the DCA’s direction; maintaining official records of the DCA’s office; and other general administrative duties.

The ideal candidate is a supportive team player who is able to liaise effectively with people at all levels, including Chief Justices and members of the four federal Courts, the Chief Administrator and his office, as well as senior executives inside and outside of CAS. This requires strong oral communication in both official languages, as well as etiquette, tact and discretion.

The Executive Assistant produces a variety of documents and correspondence, such as replies to emails, event invitations, memoranda, meeting minutes, administrative procedures and others. This requires effective written communication in both official languages, attention to detail and familiarity with writing conventions appropriate to the type of document.

The Executive Assistant is resilient to stress and skilled at prioritizing in a fast-paced environment with many tasks and deliverables, competing demands and changing priorities. They are responsive to the needs of a senior executive, while possessing the initiative and judgment to work independently.

Work environment

The Courts Administration Service (CAS) provides services to the Federal Court of Appeal, the Federal Court, the Court Martial Appeal Court of Canada and the Tax Court of Canada.

The CAS’s mission is to provide timely and accurate registry, judicial and corporate services to the four superior courts and to their clients in the most innovative and effective manner, while promoting a healthy workplace and encouraging employees’ ongoing contribution to service delivery excellence.

Join our team in a work environment that fosters creativity and new ideas to improve our business practices and the quality of our services.

*Supporting the delivery of justice for all Canadians*

Intent of the process

A pool of partially or fully qualified candidates may be created to staff similar or identical positions with various tenures, linguistic profiles and security requirements within the Courts Administration Service.

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)

At minimum, post-secondary diploma from a recognized institution OR an acceptable combination of education, training or experience.

Degree equivalency

Recent* and significant** experience providing full administrative support services to a senior manager*** as described in the Duties section of this poster.

Recent* and significant** experience tracking and following up on a range of tasks, decisions and issues requiring management action at a senior level***.

Recent* experience in supporting the management of a budget.

Significant** experience in using Microsoft Office Suite software (2007 or later version), including Word, Excel, Outlook and PowerPoint.

Experience in managing incoming and outgoing correspondence of a senior manager***.

Experience making travel arrangements and processing expense claims.

*Recent is defined as in the last three (3) years.
**Significant refers to the breadth and depth of experience and is defined as a combination of time spent doing the activity, as well as type (range, scope, and complexity) of work handled related to the experience criteria. Clear and specific examples should be provided by candidates in their application.
***Senior manager is defined as Director General and equivalent or higher position.

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

Bachelor degree from a recognized post-secondary institution.

Degree equivalency

Experience working in a judicial or quasi-judicial environment.

Experience preparing and reviewing budgetary documents.

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

Bilingual - Imperative (CBC/CBC)

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 general office administrative procedures.
Knowledge of administrative procedures related to human resources and finance.
Knowledge of Treasury Board’s Travel Directive.

Ability to prioritize tasks and meet deadlines in a fast-paced environment.
Ability to manage and endure stress at work.
Ability to communicate effectively orally.
Ability to communicate effectively in writing.

Effective interpersonal relationships
Dependability
Initiative
Judgment
Discretion
Attention to detail

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

Willingness to work from 8:30 a.m. to 4:30 p.m.
Willingness to work overtime when necessary and on short notice.

Conditions of employment

Secret security clearance

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

If you are already a public servant, please identify the following on your application: substantive group and level; employment status; Personal Record Identifier (PRI).

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

Candidates must clearly demonstrate in the screening questionnaire how they meet the education and experience factors listed as essential and asset qualifications on the statement of merit criteria. In order to do so, the candidate must provide the information as part of their answer to the pertinent screening question, using concrete examples, in the provided area and within the limited characters provided by the system. The assessment board cannot and will not make any assumptions about your experience. Note that it is not sufficient to only state that the qualifications are met or to provide a listing of current or past responsibilities. Resumes may be used as a secondary source to validate the experience described in the experience questionnaire. Failure to clearly demonstrate in the questionnaire how you meet the education and experience, both essential and asset, where applicable, may result in the rejection of your application. Candidates will not be solicited for incomplete or possible missing information.

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).

Indeterminate employees at the same group and level or equivalent may be considered for deployment. If no deployment is made, applicants from other groups and levels may be considered in the advertised appointment process.

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

Please provide the contact information (including a valid email address) for two recent (within the past 2 years) references. One of them should be a current manager/supervisor.

The assessment board reserves the right to contact references other than the ones submitted by the candidates (only within the Public Service), if found necessary, in order to make a suitable assessment of the candidates.

All the information collected during the selection process, from the time of application until the end of the process, will be used to assess the candidates.

Asset qualification(s) may be applied in this selection process.

Written communication may be assessed through the application.

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.