Executive Assistant or Coordinator, Executive Services

Update: Pease note that the COVID-19 Vaccination Condition of Employment requirement has been removed from this poster.

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

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment.

The Policy on COVID-19 Vaccination for the Core Public Administration (CPA) Including the Royal Canadian Mounted Police will be suspended as of June 20, 2022. Federal employees of the CPA will no longer be required to be vaccinated as a condition of employment. This follows a review of the current public health situation, notably the evolution of the virus and vaccination rates in Canada.

You can apply for either or both positions advertised:

1. Executive Assistant (AS-02) Stream, and/or
2. Coordinator, Executive Services (AS-03) Stream

You must clearly indicate in your application for which position(s) you wish to apply and demonstrate how you meet the Experience factors for either or both positions. These are listed in the Essential Qualifications section below.

Applicants MUST submit their application online. No other mediums will be accepted. Failing to do so will result in your application being rejected. Candidates in situations preventing them from applying online and needing special accommodations must advise the selection board prior to the closing date (see Contact section below).

You must include your resumé with your application; however, avoid referring us to your resumé as it may only be used as a secondary source of information.

You must clearly demonstrate in your application how you respond to the factors of Education and Experience that are included in the essential qualifications listed below. It is your responsibility to provide concrete examples (including dates) illustrating how you respond to each qualification. Failing to do so, your application may be rejected as applicants will NOT be solicited for incomplete or missing information.

You must clearly demonstrate in your application how you meet the Education requirements listed in the Essential Qualifications section below. You must indicate:
• Institution name, City, Province / State, Country
• Program name and duration
• Period of time spent at the institution (Month/Year to Month/Year)
• Successful completion of program (degree, diploma, certificate received).

You must clearly demonstrate in your application how you meet the Experience factors listed in the Essential Qualifications section below. For each experience factor, please indicate:
• Name of the employer where the experience was acquired.
• The period of time in which you have gained the experience (Month/Year to Month/Year).
• The title of the position held. Provide concrete examples of the tasks you have completed which show how the experience was acquired.

This is a crucial step of the process. We can’t make any assumptions about your experience. Simply saying you have the required qualifications or listing your current duties is not enough; your answers must be specific, detailed and self-contained as your resume will not be reviewed. The depth and breadth of experience of an applicant may be considered as part of screening or selection of a candidate, which is why it is recommended you quantify your experience.

For existing Government of Canada employees: Please clearly identify your substantive group and level, and your employment status.

For existing Government of Canada employees at the same group and level: The selection board may waive some of the selection process steps based on the candidate’s depth of experience. Please ensure that your answers to the screening questions clearly describe your experience.

The application may be used to evaluate the ability to communicate effectively in writing.

Intent of the process

A pool of qualified candidates will be established and could also be used to staff similar positions with various tenures, titles and security requirements within Employment and Social Development Canada. The first pull will be conducted at the end of September 2022.

Positions to be filled: Number to be determined

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
An acceptable combination of education, training and/or experience.

Degree equivalency

Experiences
AS-02 & AS-03
• Experience in managing agendas, planning and organizing meetings.
• Significant* experience in providing administrative support services (such as finance, Human Resources) to an executive or manager.
• Experience in reviewing, tracking and following up on incoming correspondence and requests.
• **Recent experience working with Microsoft Office Suite including Word, Excel and Outlook.

AS-03
• Experience in managing, processing and filing of documents in an electronic document management system.
• Experience in developing administrative guidelines and/or procedures.

*Significant is defined as the depth and breadth of experience that would normally be associated with the performance of these duties as a major function for an approximate period of a year.
**Recent experience is defined by experience acquired within the last five years.

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

Various language requirements
Bilingual Imperative BBB/BBB
Bilingual Imperative CBC/CBC

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

Abilities
AS-02 & AS-03
• Ability to work independently
• Ability to communicate effectively orally
• Ability to communicate effectively in writing

AS-03
• Ability to work effectively under pressure with tight deadlines, in a constantly changing environment

Personal Suitability
AS-02 & AS-03
• Initiative
• Effective interpersonal relations
• Reliability
• Attention to detail
• Discretion

AS-03
• Judgement

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

• Reliability or Secret clearance
• Willing and able to work overtime on short notice

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

Employment and Social Development Canada is committed to Employment Equity (EE). In order to achieve a representative workforce, selection may be based on qualified candidates self-declaring as belonging to one or more of the following EE designated groups: Indigenous peoples, persons with disabilities, women and visible minorities. We encourage you to indicate if you belong to one or more of the designated groups by completing the EE section in your application.

The Federal Public Service is stronger and most effective when we reflect the diversity of the Canadian population we serve. Employment and Social Development Canada (ESDC) is dedicated to building and promoting a diverse, equitable and inclusive workforce, representative of Canadian society. All candidates who believe they are qualified are encouraged to apply, including Black, other racialized and Indigenous peoples, women, persons with disabilities and persons of the LGBTQ2+ community.

ESDC is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted for exams or interviews, you should advise the selection board by way of email (contact information below) in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

A written examination may be administered.

An interview may be administered.

Reference checks will be sought.

A Public Service Commission standard exam may be administered.

Candidates must meet the essential qualifications to be appointed to a position.

Candidates may be required to meet one or more of the Asset Qualifications and/or the organizational needs, depending on the requirements of the specific position being staffed.

Depending on the number of applicants and the human resources needs and/or plans, volume management strategies may be used for the purpose of managing applications to determine the candidates who will continue in the next steps of the staffing process. Such volume management strategies might include: screening of applications based on the Asset Qualifications, random selection, top-down approach and/or establishment of cut-off scores.

All information obtained throughout the selection process, from the time of application to the conclusion of the process, may be used for evaluation purposes.

Candidates must provide their proof of education credentials, in the form of a diploma or official transcripts (original documents only) at a later time in the process. Candidates educated outside of Canada must have their certificates and/or diplomas assessed against Canadian education standards. For more information, please click on “Degree Equivalency” in the Education section.

All communication regarding this process will be administered via e-mail. It is the candidate’s responsibility to provide a valid e-mail address and inform the selection board when it changes.

All exams and interviews will be conducted virtually.

For Government of Canada employees: An assignment/secondment or an acting appointment is a temporary resourcing option. The approval of your substantive supervisor is required before an offer can be made.

Candidates are entitled to participate in the appointment process in the official language of their choice (French or English).

We will accept applications on-line only. All job applications must therefore be submitted through the Public Service Resourcing System. To submit an application on-line, please select the button “Apply Online” below. Persons requiring accommodation preventing them from applying on-line are asked to contact 1-800-645-5605.

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.