Executive Services Coordinator

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

🚩 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.

Duties

We are looking for an organized, resourceful and dynamic team player, with strong analytical and interpersonal skills. The ability to work autonomously, in a fast-paced environment, the aptitude to show flexibility and the capacity to adapt to change while handling tight deadlines and exercising discretion are required qualifications.

The successful candidate will be responsible for operational support directly related to the success of the Director General’s (DG) office. Daily tasks will include:

• Coordinating and managing the DG’s calendar;
• Provide administrative and logistical support services for the meetings;
• Coordinating and follow-up of ministerial / departmental requests and corporate requests;
• Maintain a BF system, good information management practices, in order to prioritize correspondence, emails and various types of documents and ensuring effective and timely follow-up;
• The use of ministerial correspondence system (Webcims).

📣 CAN YOU SEE YOURSELF IN THIS ROLE? Scroll down to see if you meet the prescreening qualifications (Education and Experiences) and submit your application today! ↓ ↓

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.

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

EXPERIENCE

✅ Significant* experience in providing administrative assistant and coordination of activities for a manager or executive, such as:
• Managing conflicting priorities and multiples tasks associated with the coordination of calendars;
• Organizing meetings and coordinating briefing material for meetings or conferences;
• Maintaining e-filing and correspondence system.

✅Experience in the use of the following Microsoft Office Programs: Outlook, Word and Excel.

*Significant experience refers to the depth and breadth of experience that is normally associated with the full-time performance of these duties for period of approximately one (1) continuous year.

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

Bilingual - Imperative (BBB/BBB)

Information on language requirements

📌 ABILITIES AND COMPETENCIES

ABILITIES
Ability to establish priorities and meet deadlines with competing demands.
Ability to coordinate a manager or an executive’s calendar.
Ability to communicate effectively orally.
Ability to communicate effectively in writing.

COMPETENCIES
Working effectively with others
Showing initiative and being action oriented
Adaptability
Dependability
Judgment
Discretion

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

🚩ASSET QUALIFICATIONS
(Applicants may be required to meet the asset qualifications)

• Experience using tracking system such as Webcims.
• Experience drafting and/or editing correspondence.
• Experience using PeopleSoft or SAP.
• Experience monitoring, forecasting and/or controlling a budget.
• Experience coordinating projects.
• Experience in service support for financial and human resource requests.
• Experience in booking domestics travel arrangements and completing travel expenses claims forms.
• Experience using OneNote.

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ORGANIZATIONAL NEEDS

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.

OPERATIONAL REQUIREMENTS

• Willing and able to work overtime including weekends on short notice.
• Willing and able to travel on occasion.
• Willing and able to work full time.
• Willing and able to adjust daily work schedule.

Conditions of employment

Reliability Status security clearance

Secret security clearance

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

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ASSESSMENTS
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Candidates must meet all the essential criteria in order to be appointed. However, applicants may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed.

A of variety assessment tools may be used in the assessment of candidates, such as: written test, self-assessment, situational exercise, oral interview, and/or reference checks. Note that assessment tools will be administered electronically and virtually.

Based on the number of applications received, volume-management strategies may be applied at any stage of the assessment process to identify which applications will be given further consideration such as but not limited to top-down approach, random selection, or asset qualifications.

All information obtained throughout the selection process, from the time of application to close of process, may be used to evaluate the candidates.

At the time of assessment proof of education will be required. If you were educated outside of Canada, you must have your credentials and/or diploma assessed against Canadian education standards. The public service will accept any Foreign Educational Credentials as long as they are deemed comparable to Canadian standards, through a recognize credential assessment service. For more information please click on Degree Equivalency.

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COMMUNICATION
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Acknowledgment of receipt of applications will not be sent.

PLEASE NOTE: Candidates will be contacted and invited to assessments via email. It is imperative that you provide a valid email address that accepts email from unknown users (some messaging systems block these types of correspondence). Candidates are responsible for checking their emails, as well as their junk emails, regularly. In addition, you need to inform us of any changes to your contact information. If you fail to follow these recommendations, you may be eliminated from the selection process

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.