Executive Assistant to the Regional Director General

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

It is the responsibility of the candidate to clearly outline that they meet each of the criteria in the online questionnaire, which is provided during the application process. Please note that it is not sufficient to only state that the requirement is met or to provide a listing of past or current responsibilities. Rather the candidate must provide concrete and detailed examples that illustrate how they meet the requirement. Failure to do so could result in the application being rejected from the process. The screening board cannot make any assumptions about your experience and will not contact candidates for additional or potentially missing information.

Your resume may be used to validate the information provided in the screening questions.

Re-evaluation period: If you submitted an application and/or underwent assessment for this position under selection process #22-DIS-MB-EA-422483 or 22-DIS-MB-EA-432916 and were found not qualified, your application will not be considered for this process to ensure there is a sufficient waiting period from the time when the last assessment was completed.

Duties

• Manages and coordinates the flow of information to and from the office of the Regional Director General, directs incoming documents/visitors/callers to the appropriate organizations for response, advises and briefs the Regional Director General on issues requiring attention.

• Manages and coordinates the agenda of the Regional Director General, by liaising with the offices of Senior Executives and Senior Managers within the Region and department, other government departments and federal government agencies to schedule meetings and/or teleconference calls, exchange information and relay messages on behalf of the Regional Director General.

• Prepares and issues memos, directives and correspondence to internal and external parties on behalf of the Regional Director General and officers in the Regional Director General Office and follows up on action requests.

• Manages the delivery of administrative support services to the Regional Director General Office, such as agenda management and secretariat support, oversees office operations, manages the Regional Director General budget and supervises the work of subordinate staff.

• Follows up on the preparation and submission of reports, consolidates information received, conducts research as necessary to obtain additional information and provides content input for the preparation of the formal Regional response.

• Administers the Regional Director General’s office budget, including responsibility for forecasting, and monitoring expenditures.

Work environment

Mandate: Indigenous Services Canada works collaboratively with partners to improve access to high quality services for First Nations, Inuit and Métis. Our vision is to support and empower Indigenous peoples to independently deliver services and address the socio-economic conditions in their communities.

WHY CHOOSE ISC? As an Indigenous person, contribute to ISC's interesting and unique mandate by playing a role in supporting services and programs offered in communities, including health, education, housing, community infrastructure, social and economic development. Join a workplace committed to reconciliation with Indigenous peoples. You can’t find this type of experience anywhere else.

Intent of the process

A list of qualified candidates will be established, and may be used to fill similar positions of various tenures (temporary, indeterminate, full-time, part-time).

This process may also be used to offer acting appointments to Federal Public Service employees.

Please note that this process will ONLY be used to staff positions in Winnipeg, Manitoba. Applicants are encouraged to apply ONLY if they are able to relocate to Winnipeg, Manitoba.

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 (see Note 1).
Notes:
1. The employer-approved alternatives to a secondary school diploma are:
-A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or
-An acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCE:
Significant* experience in managing the office of a senior manager or official including maintaining the agenda and managing the flow of information.

*Significant experience is defined as depth and breadth of experience associated with performance of the administrative duties.

Experience in planning and organizing meetings involving several stakeholders (i.e. coordination of meetings and special events, developing agendas, drafting records of decision, and conducting adequate follow-ups).

Experience in developing, implementing and monitoring administrative procedures.

Experience in summarizing information and preparing briefing notes.

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

English essential

Information on language requirements

KNOWLEDGE:
Knowledge of document and information management principles.
Knowledge of project management.
Knowledge of the federal government policies in the areas of travel and hospitality

ABILITIES:
Ability to analyze
Ability to network
Ability to perform quality control of documents
Ability to establish priorities and work under pressure
Ability to supervise
Ability to communicate orally
Ability to communicate effectively in writing

PERSONAL SUITABILITY:
Effective interpersonal skills
Judgment
Discretion
Flexibility

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

ASSET QUALIFICATIONS

EDUCATION:
Graduation from a recognized post-secondary institution with specialization in business administration or any other field relevant to the work

Degree equivalency

EXPERIENCE:
Experience assigning and monitoring work of one or more subordinates
Experience leading project teams, working groups or committees
Experience with Indigenous relations in a government context

CURRENT AND/OR FUTURE ORGANIZATIONAL NEEDS:
(Not essential, but preference may be given to candidates who possess the organizational needs)
Indigenous Services Canada is committed to having a skilled and diversified workforce representative of the population it serves. In support of our strategy to achieve our employment goals for Aboriginal peoples, preference may be given to candidates who, at the time of application indicate that they are an Aboriginal person (self-declaration).

OPERATIONAL REQUIREMENTS:
Willing and able to work overtime on short notice.
Willing and able to travel to remote locations.

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

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

A variety of assessment tools may be used in the assessment of candidates, such as: written test, practical test, situational exercise, oral interview, simulation, presentation, role play, work samples, performance appraisals, reference checks, and/or assessment board member personal/direct knowledge of candidates' qualifications. Some assessment tools may be administered electronically, others, in-person.

Candidates are expected to make a reasonable effort to make themselves available for assessments as scheduled. Rescheduling will only permitted for accommodation measures or for other exceptional/extenuating circumstances, to be determined on a case-by-case basis.

Candidates invited to the assessment stage will be required to provide ORIGINAL proof of their education credentials, i.e., their degree or official transcript. Failure to do so may result in you not being considered further in the selection process.

Depending on the requirements of the position(s) being staffed from this process, for current or future vacancies, any or all of the asset qualifications, operational requirements, and organizational needs may be applied at the time of staffing. Candidates may be contacted and assessed against these criteria at any time during this process.

Applicants are entitled to participate in the selection process in the official language of their choice. Applicants are asked to indicate their preferred official language in their application.

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.

On-line applications are strongly encouraged in order to take advantage of the many benefits of using the electronic recruitment system. Some of the benefits for applicants are as follows:
· modify your application at any time BEFORE the closing date;
· when applicable, answer screening questions highlighting the expected qualifications to the hiring manager;
· verify the status of your application and notifications, at any time; and
· obtain information through electronic notification of your assessment details and results.

Persons with disabilities preventing them from applying on-line are asked to contact 1-800-645-5605.

If you are unable to apply online, please contact the email address indicated in the "Contact information" section below PRIOR to the Closing Date. Please provide an explanation as to why you are not applying on-line for consideration. (Note: You must state the Selection Process number in the Subject of enquiry)

To submit an application on-line, please select the button "Apply Online" below.

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official 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.

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.