Executive Assistant

Update: AMENDMENT: Please note that the selection process has been amended to extend the closing date to January 10, 2020 - 23:59, Pacific Time.

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

As an Executive Assistant to the Director’s office, the incumbent will be providing administrative support to the Director’s Office.

The incumbent will be responsible for:

Managing the daily calendar, briefing him/her on daily and weekly priorities;

Screening and responding to queries received (in–person, by telephone or
electronically), researching and providing information requested;

Analyzing incoming documents to determine the subject matter, researching
and coordinating and preparing of responses;

Updating and maintaining the work unit’s filing system, verifying data input in the department’s budget system related to forecast processes.

Arranging and coordinating travel arrangements;

Determining the logistical needs for a variety of meetings, based on protocol;

Assisting in preparing a variety of reports; and

Supervising administrative support staff in the office.

Work environment

As one of Canada’s Best Diversity Employers, AAFC is proud to celebrate our achievement in creating a diverse, respectful, and positive workplace where all employees are valued and recognized for their unique qualities, ideas, voices and perspectives.

Intent of the process

The immediate need is to fill one permanent full time position.

A pool of qualified candidates may be established and may be used to staff similar temporary and permanent needs for the location indicated in this process.

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)

A secondary school diploma or employer-approved alternative (see Note 1).

Notes:

The minimum standard is:

1. The employer-approved alternative to a secondary school diploma are:

o A satisfactory score on the Public Service Commission test approves as an alternative to a secondary school diploma; or
o An acceptable combination of education, training and/or experience.

IF YOU HAVE FOREIGN CREDENTIALS, please follow the link below for information on how to obtain a degree equivalency. You must obtain an equivalency, at your own expense, in order to be considered for appointment into the public service.

Degree equivalency

Experience providing administrative support such as scheduling and managing calendars
and coordinating meetings.

Experience in the use of computers, various software programs and electronic communication tools (e.g. Word, Excel, Outlook, and Power Point)

Experience handling confidential, protected and sensitive material.

Experience providing administrative support services to a member of management.

Experience in providing administrative support in the financial field.

Experience in providing administrative support in the human resource field.

Experience in making travel arrangements for a senior manager.

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

Experience managing and organizing the daily agenda of a senior manager, including managing multiple meetings, conferences and training.

Experience drafting, editing, reviewing and coordinating official correspondence with various levels of staff.

Experience maintaining electronic and paper files.

Experience taking and transcribing minutes of meetings.

Experience using a departmental correspondence tracking system such as ECMS or CCM Mercury.

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

Bilingual - Imperative (BBB/BBB)

Information on language requirements

Analytical Thinking

Problem Solving Abilities in pressure situations

Interactive Communication

Planning and Organizing

Teamwork

Initiative

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

Selection may be limited to members of the following Employment Equity groups: Aboriginal persons, persons with disabilities, visible minorities, women

Information on employment equity

Conditions of employment

Secret security clearance

Ability and willingness to work overtime.

Ability and willingness to travel.

Possession of a valid driver’s license or personal mobility to the degree normally associated with a valid driver’s license.

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

ASSESSEMENT 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.

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).

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

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.

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.