Executive Administrator to Board of Directors / Indigenous Advisory Committee

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

We encourage Aboriginal persons to self-identify as preference may be given to this Employment Equity Group. An Aboriginal person is a North American Indian or a member of a First Nation, Métis or Inuit. North American Indians or members of a First Nation include treaty, status or registered Indians, as well as non-status and non-registered Indians. Please note that you will be required to complete an Affirmation of Aboriginal Affiliation Form.

The Canada Energy Regulator works to keep energy moving safely across the country. We review energy development projects and share energy information, all while enforcing some of the strictest safety and environmental standards in the world. Headquartered in Calgary, Alberta with regional offices in Montréal, Vancouver and Yellowknife, the CER has approximately 500 employees.

The CER is recognized as one of Canada's Top 100 Employers in a national competition to determine which employers lead their industries in offering exceptional workplaces for their employees.

Duties

Permanent - The Executive Administrator to the Board of Directors (Board) is responsible for managing and providing all administrative services to the CER’s Board, which consists of 5-9 part-time Directors located across the country. The Board is responsible for governance of the CER, including providing strategic advice and direction. The Board meets approximately five times per year, remotely and/or in different locations within Canada, with additional special meetings scheduled as required.

Term - The Executive Administrator to the Indigenous Advisory Committee (IAC) is responsible for managing and providing all administrative services to the CER’s IAC, which consists of 9 part-time Members located across the country. The overarching mandate of the IAC is to advise the Board on how the CER can build a new relationship with Indigenous peoples. The IAC facilitates the integration of Indigenous perspectives, knowledge, teachings, values, use of the land and water, oral traditions, and world views to enhance the involvement of Indigenous peoples in regulation of CER-regulated infrastructure. The IAC meets approximately four times per year, remotely and/or in different locations across Canada, with additional special meetings scheduled as required.

The incumbents work as an integral part of the Executive Office team and report to the Director, Executive Office. Working in a fast-paced environment, incumbents deal with complex sensitive initiatives and multiple tasks at a time, some of which are urgent. The incumbents provide all aspects of administrative support to Directors or IAC members, as applicable.

Additional duties include liaising with CER executives and staff and officials in other organizations, participating in special projects or other assignments, researching information and providing advice on issues, recommending and implementing improvements to processes, monitoring and managing budgets and contracts, and providing back-up support to other administrative staff in the Executive Office.

Intent of the process

A pool of candidates may be created. Qualified candidates may be used to staff other similar positions at an equivalent or lower level on a term, indeterminate or acting basis. Appointment of qualified candidates will be based on the assessment results of the essential or essential and asset qualifications and with regard to breadth and depth of experience.

Positions to be filled: 2

Information you must provide

Your résumé.

A covering letter in 1,200 words (maximum)

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

Education: Diploma in an area relevant to the job, such as but not limited to Administration, Accounting, Business, Records, etc.

Degree equivalency

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

Various language requirements
Bilingual Imperative (BBB/BBB) or English Essential

The current vacancies are for the Executive Administrator to the Board of Directors (permanent) and the Executive Administrator to the Indigenous Advisory Committee (term) positions, both of which have an official language proficiency of Bilingual Imperative (BBB/BBB); however this process may be used to staff other positions in the organization.

Note: In the event that no qualified bilingual candidates are identified, we may consider a bilingual non imperative appointment for candidates who will be required to commit to achieving the bilingual levels within two years.

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

Experience:

E1 Significant experience in providing executive administrative support to a senior Manager and/or a manager and a team such as calendar management, preparing meeting material, arranging meeting logistics, expense reimbursement, etc.

E2 Recent and significant experience booking travel and processing travel expenses

E3 Experience providing customer service to internal and external clients

E4 Recent and significant experience using the Microsoft Suite of applications including Word, Excel, Outlook and Power Point

Note: For the purpose of this process, ‘significant’ experience is defined as the depth and breadth of experience normally acquired over several years of substantively more progressive and complex responsibilities. ‘Recent’ is defined as having recent enough experience that the candidate is familiar with the latest practices and developments and is competent to take on the role with very little direction, typically but not necessarily acquired within the last 1-5 years.

Organization-wide Competencies:

OC1 Leadership and Teamwork (Guide)
• Seeks opportunities to provide leadership, and seeks out and accepts stretch assignments and challenges.
• Actively seeks out and acts on colleague and client feedback towards continual improvement.
• Identifies opportunities and initiates actions to create useful partnerships.
• Consistently promotes a team environment and team values.

OC2 Accountability and Results Orientation (Apply)
• Sets and meets deadlines and takes personal accountability for results.
• Makes timely and accurate decisions on routine issues without guidance.

OC3 Initiative and Adaptability to Change (Apply)
• Initiates and supports cultural changes.
• Documents processes, assesses business systems performance and suggests improvements.

OC4 Oral Communication (Guide)
• Communicates clearly, concisely, and effectively.

Technical Competencies:

TC1 Business Administration and Client Services (Guide)
• Keeps abreast of changes to and ensures compliance with CER policies, procedures and processes.
• Adapts and/or develops new internal processes and office practices in order to achieve the desired results.
• Sets example and models appropriate behaviors for complex and/or challenging client interactions.

TC2 Strategic Decision-Making, Action and Resources Management (Apply)
• Manages day-to-day operational activities within the business unit or group.
• Makes decisions that are consistent with business unit priorities and ensures work is aligned with the strategy and vision of the CER and business unit.
• Anticipates and proactively resolves problems/issues as they arise.

Competency Level Definitions:

Apply is defined as demonstrating sound understanding of the competency and ability to apply and contribute.
Guide is defined as thorough knowledge and capability of the competency. Able to influence and guide others in its application.

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

AQ1 Indigenous engagement experience.

AQ2 Procurement experience, including managing contracts, preparation of invoices, payment of invoices, etc.

Conditions of employment

1) Willingness to undergo, successfully pass and maintain a reliability status security clearance.
2) Compliance with the CER’s Code of Conduct is required.
Note: It is strongly recommended that potential applicants read and consider the CER’s Code of Conduct prior to applying. This document is available on the CER Website http://www.cer-rec.gc.ca/code-of-conduct.
3) Must be willing and able to travel and to work overtime when required.
4) Must be willing to move within and between business units and teams, based on operational requirements and/or as individual development needs are identified.

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. The CER has a classification system that differs from the greater public service. This NEB-07 position is similar to an AS-04 in terms of salary range only. The benefits offered, including relocation assistance, may be significantly different than those offered in the greater public service. The term position is currently subject to CER’s Professional Institute of the Public Service of Canada Collective Agreement. The indeterminate position is subject to CER’s Excluded Terms and Conditions.

2. Application Requirements: Applicants must submit, by the closing date, a resume and cover letter clearly demonstrating how they meet the essential qualifications of education and experience. Applicants are strongly encouraged to demonstrate how they also meet the asset qualifications. Asset qualification(s) may be used at any point in the selection process (screening and/or assessment). Failure to provide sufficient information will result in applicants being screened out.

PLEASE NOTE: Applicants who apply to this selection process must include in their application a valid e-mail address and make sure this address is functional at all times and accepts messages from unknown users. Our intention is to communicate with applicants by e mail for assessment purposes including sending invitations for written tests, interviews and issuing selection process results.

3. Assessment: You may be assessed using one or more of the following tools: your application, written examination, interview(s), role play scenarios, reference checks and interactions with internal staff during the process and personal knowledge. Top down selection may be used during any stage of the selection process.

4. Appointment Requirements: Candidates must meet each essential qualification and the conditions of employment to be appointed to the position. A person may be appointed to the position even though he/she does not meet any or all of the asset qualifications, organizational needs or operational requirements; however, meeting these criteria is desirable and may be a deciding factor in choosing right fit for appointment.

5. Salary: Effective 1 November 2019 NEB-07, $65,229 to $79,359

The CER has the following forms of additional compensation that are separate from base salary, the eligibility for which is determined, in accordance with the provisions in the collective agreement or terms and conditions of employment for the duration period specified:
• a Calgary Allowance in the amount of 4.95% of base salary may be paid on a bi-weekly payroll basis;
• annual performance pay which includes elements of individual performance (60% of payout) and corporate performance (40% of payout)

6. Terms of Employment: The indeterminate position has been allocated and applies to the CER Terms and Conditions of Employment for Excluded Employees. The term position will be proposed for exclusion from the bargaining unit. Until the decision is made this position has been allocated to the bargaining unit represented by the Professional Institute of the Public Service of Canada (PIPSC).

7. Proof of Education: Proof of education is required prior to appointment. If you were educated outside of Canada, you must have your certificates and/or diplomas assessed against Canadian education standards. Please contact the Canadian Information Centre for International Credentials (CICIC) for more information www.cicic.ca.

Equivalencies granted by the Canadian provincial authorities with respect to Applied (Bachelor's) Degrees by colleges and technical institutes (i.e. in Ontario, British-Columbia, Alberta & Manitoba) must always be accepted as equivalent to Bachelor Degrees granted by universities in the provinces concerned.

8. Organization Future Needs: The CER is committed to having a skilled and diversified workforce representative of the population we serve. In support of our strategy to achieve our employment equity goals, selection may be limited to candidates self-identifying as belonging to one of the following Employment Equity groups: *Aboriginal Persons, Visible Minorities.

We encourage Aboriginal persons to self-identify as preference may be given to this Employment Equity Group.

*An Aboriginal person is a North American Indian or a member of a First Nation, Métis or Inuit. North American Indians or members of a First Nation include treaty, status or registered Indians, as well as non-status and non-registered Indians. Please note that you will be required to complete an Affirmation of Aboriginal Affiliation Form.

9. Head Office Location – Calgary, AB: 210, 517 10th Avenue SW

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.