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

Duties

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

This process will ONLY be used to staff positions in the location listed and the pool of qualified candidates may be used by other federal public organizations. Applicants are encouraged to apply only if they are willing and able to work in or relocate to Yellowknife (Northwest Territories).

Please note that within the context of this selection process, travel costs or travel expenses will not be reimbursed for the staffing of an acting, assignment or secondment.

Questions regarding travel and relocation visit -
https://www.njc-cnm.gc.ca/directive/d6/v11/s103/sv1/en

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:

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:

Significant experience in using technology (e.g. e-mail, Internet and word processing)

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

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:

Communication (oral)
Communication (written)
Verification and Accuracy
Dependability
Judgement
Planning and Organizing
Interpersonal Awareness

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

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

Degree equivalency

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

Experience in organizing meetings, conferences or teleconferences

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

Experience in making travel arrangements and preparing travel claims

Abilities and Personal Suitability:

Applying Principles and Procedures

Changing and Learning

ORGANIZATIONAL NEEDS:

Employment and Social Development Canada is committed to employment equity (EE). In order to achieve a representative workforce, selection may be based on qualified candidates self-declaring as being a member of one or more of the following EE groups: Aboriginal peoples, persons with disabilities, women and visible minorities.

OPERATIONAL REQUIREMENTS:

Willing and able to work overtime as required

Willing and able to travel

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

Please 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.

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.

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.