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

The Executive Assistant will provide administrative support to the office of the Director and will be responsible to:
- Manage the daily calendar, briefing him/her on daily and weekly priorities.
- Screen and respond to queries received (in–person, by telephone or electronically), research and provide information requested.
- Analyze incoming documents to determine the subject matter, research and coordinate the preparation of responses.
- Develop the work unit’s filing system, verify data input in the department’s budget system related to forecast processes; process invoices and prepare procurement documents as needed.
- Arrange and coordinate travel arrangements.
- Determine the logistical needs for a variety of meetings, based on protocol.
- Assist in preparing a variety of reports; and
- Supervise administrative support staff in the office.

Work environment

Agriculture and Agri-Food Canada (AAFC) helps farmers and industry feed our country. We work to increase Canada’s exports, while providing leadership in the growth and development of a competitive, innovative and sustainable Canadian agriculture and agri-food sector.

The Saskatoon Research and Development Centre, located in the heart of the Prairies in Saskatoon, Saskatchewan, conducts research on prairie crops to support the agri-food industry in Western Canada. It is located on the campus of the University of Saskatchewan.

Intent of the process

Immediate staffing need: 1 full time permanent position.

A pool of qualified candidates may be established and may be used by Agriculture and Agri-Food Canada to staff similar positions with various tenures and various security clearances.

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)

EDUCATION:
- Secondary school diploma or acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCE:
- Experience providing administrative support such as scheduling and managing calendars, coordinating meetings, and arranging travel.
- Experience handling confidential, protected and sensitive material.
- Experience providing administrative support services related to financial and/or human resources.

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

EXPERIENCE:
- Experience in coordinating conferences or meetings including preparation and provision of minutes and strategic information.
- Experience formatting and editing documents such as briefing notes, correspondence or presentation decks.
- Experience using SharePoint to manage and share information.
- Experience using a departmental correspondence tracking system such as TRECS.
- Experience in providing administrative support services to a member of management.
- Experience in document and information management.

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

Bilingual - Imperative (BBB/BBB)

Information on language requirements

KNOWLEDGE:
- Knowledge of administrative procedures in the areas of finance and human resources.

COMPETENCIES:
- Interactive Communication
- Planning and organizing
- Teamwork
- Initiative
- Adaptability
- Project Management

ABILITIES:
- Ability to use reasoning skills to solve problems.
- Ability to lead teams.
- Ability to communicate effectively both orally and in writing.

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 within the Prairie Provinces as required.
Possession of a valid driver’s license or personal mobility to the degree normally associated with a valid driver’s licence.

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 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.canada.ca/en/public-service-commission/jobs/services/gc-jobs.html.

Persons with disabilities preventing them from applying on-line are asked to contact the email referenced below under "Contact Information".

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.