Administrative Assistant to the Director General or Director

Important messages

Are you an Administrative Professional with attention to detail that is second to none and a passion for organizing? We are looking for dynamic administrative professionals to support Executive leaders in the Lower Mainland. These are new positions created to play a key role in PacifiCan’s work to support jobs and growth across BC. You will find success in this role if you are creative, adaptive, and uber-organized with excellent written and verbal communication skills, and you are eager to work as part of a team. If that describes you to a "t", we want to hear from you!

Duties

The Administrative Assistant to the Director General or Director provides comprehensive support to an Executive leader and their team. In this role, the Administrative Assistant:

• manages the Executive’s agenda, engagement activities and travel arrangements;
• coordinates responses to requests for information, and ensures deadlines are met;
• consolidates and organizes information and determines appropriate formatting and presentation style;
• prepares and drafts administrative correspondence including briefing material and reports;
• proof reads and edits documents for completeness, adhering to departmental standards and procedures;
• provides administrative, financial and human resources support services for the regional office;
• monitors the budget(s);
• plans and coordinates logistics related to meeting schedules, prepares agendas, minutes and records of decision, and so much more.

Work environment

PacifiCan is an innovative workplace that makes a difference in British Columbia. We care about our accomplishments as a team and about each other. We consistently rank as a top federal department in which to work, and we are driven to be the best at what we do. We hire top talent and provide an employment experience that brings out the best in people. We are motivated by achieving great results for British Columbians and Canadians.

Why should you consider a career with PacifiCan? If you join our team, you will:

✔️Work with engaged people who support each other and love the work they do;
✔️Contribute to meaningful work that strengthens the economy and makes a difference in the lives of British Columbians and Canadians;
✔️Enjoy a culture of continuous learning and support for your professional development;
✔️Gain exposure to diverse economic sectors and issues of importance to the future economy;
✔️Enjoy flexible work arrangements;
✔️Work with modern tools and technology; and,
✔️Work with an innovative leadership team that is passionate about hiring and developing talent, and achieving results.

Please note: as a result of the COVID-19 pandemic, we are working remotely. If you are appointed to a position, PacifiCan will provide tools and/or equipment to support remote work. As public health restrictions ease, successful candidates will be expected to report to a PacifiCan office location in the Lower Mainland.

PacifiCan offices are open environments with well-regulated air quality, ergonomic sit/stand workstations, and a combination of natural and fluorescent lighting. The physical demands of these positions include spending a significant amount of time working on a computer, and reading documents. This role will also involve meeting with stakeholders virtually by video and telephone, and in-person as COVID-19 public health measures allow.

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 process, please contact Terry Griffin by email at . Information received in relation to accommodation will be kept confidential.

Intent of the process

This is an anticipatory process. PacifiCan is hiring for up to four positions in the Lower Mainland. These Administrative professionals will be supporting Director(s) General and Directors in a number of organizational branches including Policy and Advocacy as well as Programs and Partners.

This process may be used to establish a pool of qualified candidates to staff similar positions of various tenures (including but not limited to term and indeterminate appointments, internal assignments, secondments, deployments, acting appointments, and casual work assignments). It may also be used to staff positions with various security requirements, language requirements and conditions of employment.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

A covering letter

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

Education:
• A secondary school diploma; or an acceptable combination of education, training and/or experience.

Degree equivalency

Experience:
• Experience providing administrative services for an Executive manager such as:
i) monitoring a budget;
ii) verifying invoices and processing payments; and
iii) monitoring and tracking correspondence.
• Experience planning and coordinating meetings, schedules and agendas for events and distributing information.
• Experience using MS Office software: Word, Excel and Outlook.

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

ASSET QUALIFICATIONS

Education:
• Successful completion of a post-secondary program in a field relevant to the position.

Degree equivalency

Experience:
• Experience using an electronic file management system.
• Experience using a travel management software system.
• Experience making travel arrangements and processing travel claims.

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

Various language requirements

Information on language requirements

Behavioural Competencies:
• Adaptability & Flexibility
• Judgement
• Focus on Quality and Details
• Client Service Orientation
• Values and Ethics
• Effective Interactive Communication

Technical Competencies:
• Written Communication

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

DIVERSITY AND INCLUSIVENESS:
• Pacific Economic Development Canada is committed to having an inclusive and diverse workforce that represents the population we serve. In support of our strategy to achieve our employment equity goals, consideration may be given to candidates who self-identify as belonging to one of the following employment equity groups: Indigenous peoples, persons with a disability, visible minorities and women. We encourage you to indicate if you belong to one of the designated groups when you apply.

Operational Requirements:
• Willingness and ability to work overtime when required.

Conditions of employment

• Reliability OR Secret Clearance depending on the position to be staffed. Those selected must meet and maintain this condition of employment throughout their employment.
• Fully vaccinated for COVID19 unless being accommodated based on a certified medical contraindication or a prohibited ground for discrimination as defined under the Canadian Human Rights Act.

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

In order to be considered, your application must clearly explain how you meet the Essential Qualifications.

When you apply, you will be asked a series of screening questions based on the
education and experience criteria. When answering the screening questions, please provide:
► Concrete and detailed examples that demonstrate how you meet the qualifications.
► Also, identify where, when (from and to dates) and how the experience was acquired.

TIPS FOR APPLICANTS: When answering the screening questions ensure that you provide complete and thorough details of your experience. Do not assume that the screening board has any previous knowledge of your background, qualifications, or work history. You must be specific and provide concrete examples/details for each experience element, as applications will be screened only on the information provided. Failure to provide sufficient information may result in your application being screened out of the competition.

Communication for this process will be sent via email. Applicants must check their email accounts frequently as there may be a deadline for responses. 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).

Depending on the number of applicants, the needs and/or Human Resources plans, volume management strategies such as random selection, top-down approach and/or establishing cut-off scores to determine who will continue in the staffing process, may be used for the purpose of managing applications.

As per the Policy on COVID-19 Vaccination for the Core Public Administration, federal public servants in the Core Public Administration must attest to their vaccination status. The requirement for employees to be fully vaccinated applies whether they are teleworking, working remotely or working on-site.

Preference

Preference will be given to veterans first and then to Canadian citizens and permanent residents, 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.