Executive Assistant (to the Executive Director, Finance and Corporate Management)

Important messages

PLEASE NOTE: Candidates who previously applied on selection Process 22-WCO-IA-HQ-210 (Reference number: WCO22J-021635-000274) are not required to reapply.

Do you like working in a fast-paced, results-oriented environment that values service excellence? Are you looking for the chance to make your mark in a small organization that plays a big role in helping Canadians?

PrairiesCan is looking for you! 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 Canadians. PrairiesCan is the department that diversifies the economy across the Canadian Prairies. PrairiesCan leads in building a strong, competitive Canadian economy by supporting business, innovation and community economic development unique to Alberta, Saskatchewan and Manitoba.

Why Choose PrairiesCan:
• Work with amazing people who support each other
• Meaningful work that makes a difference to the country
• Flexible work arrangements
• Modern work tools and technology

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need accommodation during any phase of the process, please contact Nathaniel Harrigan by email at . All information received in relation to accommodation is confidential.

Duties

This position plays a key role in the organizations by providing executive assistance, administrative coordination and support to the office of the Executive Director, Finance & Corporate Management and senior management team.

Duties include:
• Manage daily activities and priorities through control and maintenance of the Executive Director’s agenda’s
• Liaises with senior officials and their representatives in the Minister's Office, Deputy Minister's Office, Assistant Deputy Ministers’ Offices, other federal and provincial departments
• Gathers intelligence on priority issues and files of interest in order to manage the Executive Director's agenda
• Coordinate preparation of background materials, briefings and research in support of the Executive Director participation in meetings.
• Plans, participates in, and initiates follow-up to the Senior Management Committees and other meetings chaired or attended by the Executive Director.

Intent of the process

The intent is to run an anticipatory selection process. A pool of qualified candidates (fully assessed or partially assessed) will be established and may be used to staff similar positions at this group and level. This process may be used for various positions and tenures (including but not limited to term and indeterminate appointments, internal assignments, secondments, deployments, acting appointments, casual) as well as various locations, security requirements, language requirements and conditions of employment.

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:
• A secondary school diploma or employer-approved alternatives or with an acceptable combination of education, training and/or experience.

Degree equivalency

Experience in the following:
• Significant Experience* in providing administrative services in a senior management office environment (such as, calendar management, travel arrangements, mail management).
• Experience in the provision of financial support services such as, travel and invoice processing, budget forecasting.
• Experience in liaising with senior officials and their representatives.
• Experience managing deadlines, events, project or workflow.

Significant Experience* is defined as performing these duties for at least 2 year within the last 5 years

Knowledge:
• Knowledge of administrative and/or financial procedures related to managing an office.

Competencies:
• Oral Communication
• Written Communication
• Demonstrating integrity and respect
• Thinking things through
• Working effectively with others
• Showing initiative and being action-oriented

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

Asset Qualifications:

Education:
• Graduation with a diploma or degree from a recognized post-secondary institution, in a field relevant to the duties of the position.

Degree equivalency

Experience:
• Experience managing conflicting priorities and meeting operational deadlines in a high-pressure environment.
• Experience using a shared drive and electronic file management system, such as GCDocs.
• Experience using a corporate travel management system, such as HRG.
• Experience working in tracking software (such as GX, CRM, CCM).
• Experience handling confidential, protected and sensitive material.
• Experience managing or organizing the daily agenda for management (such as meetings, conferences, travel and training).
• Experience in the preparation and management of correspondence and information (for example: composing, editing, formatting, controlling, tracking, filing correspondence and briefing notes, emails, compilation of information or project data into an electronic information system).
• Depth, breadth and scope of experience in any one or combination of the experience requirements.

Organizational Needs:
• Employment Equity representation. In support of achieving a diverse workforce, consideration may be given to candidates self-identifying as belonging to one of the following Employment Equity groups: Aboriginal peoples, persons with disabilities, members of visible minorities, and women.

Operational Requirements:
• Candidates may be required to work overtime.

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

Bilingual - Imperative (BBB/BBB)

Information on language requirements

Conditions of employment

Condition(s) of Employment:
• Secret Security Clearance
• Fully vaccinated for COVID 19 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

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.

As a result of the COVID-19 pandemic, we are primarily working remotely for the time being. Interviews and related assessments will be conducted virtually throughout this staffing process. Applicants are responsible to ensure they have a reliable internet connection and access. If you are appointed to a position, PrairiesCan will provide tools and/or equipment to support remote work.

For this selection process, our intention is to communicate with the candidates by email. Candidates who apply to this selection process must include in their application a valid email address and make sure that this address is functional at all times and accepts messages 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 new Policy on COVID-19 Vaccination for the Core Public Administration Including the Royal Canadian Mounted Police, federal public servants in the Core Public Administration and members of the RCMP 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. This is a condition of employment and it applies to indeterminate (permanent), determinate (term), casual, and student hiring. Should you reach the point in the selection process where it is necessary to verify terms and conditions of employment then the hiring manager or a human resources representative will contact you in order to complete an attestation.

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.