Executive Assistant and Office Coordinator

Important messages

The Federal Public Service is stronger and most effective when we reflect the diversity of the Canadian population we serve. PPSC is dedicated to building and promoting a diverse, equitable and inclusive workforce, representative of Canadian society where everyone feels they belong. All candidates in the area of selection who believe they are qualified are encouraged to apply, including Black, other racialized and Indigenous peoples, women, persons with disabilities and members of the 2SLGBTQIA+ community.

Set yourself up for success! As the objective of this process is to assess qualifications needed for the positions to be staffed, let us know if you have a functional limitation or disability, which may affect your participation. For example, you may contact us if you need assistance in completing and submitting your application. Should you proceed to a future assessment stage, such as an exam or interview, we will send you an e-mail with additional information and you can determine if you may require an accommodation at that time (such as a different test format, an adaptive technology, or additional time). Assessment accommodations are designed to remove the obstacles without altering the criteria being assessed so that candidates with functional limitations can fully demonstrate their abilities.

If you require an accommodation during any phase of this assessment process, please use the Contact information below to request accommodation. All information received in relation to your accommodation will be kept confidential and your right to privacy will be protected.

If you are unable to submit your application before the closing date, please do not hesitate to contact the Human Resources Administration Group by email at .

Work environment

In the current context of the pandemic, our team is currently working from home. Our regular office accommodations are in Place Bell situated at 160 Elgin Street, an office complex in downtown Ottawa and next to the Rideau Canal and the Rideau Shopping Centre. We are currently transitioning to a hybrid work environment (a combination of virtual and in person work) and this position will require varying levels of in person presence depending on the tasks requiring completion.

The Public Prosecution Service of Canada (PPSC) is a federal government organization responsible for the prosecution of criminal offenses under federal jurisdiction. Our organization consists of approximately 1000 employees in regional offices across the country who all play a key role in strengthening Canada’s criminal justice system. The PPSC handles the prosecution of all Criminal Code offences in the territories as well as offences under all other federal legislation, such as the Controlled Drugs and Substances Act, the Youth Criminal Justice Act, and the Fisheries Act.

Intent of the process

This process is anticipatory. A list of qualified and/or partially qualified candidates will be established from this process, with varying tenures, and varying language requirements according to the position to be staffed. As such, we encourage all individuals seeking this type of opportunity to apply.

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:
Experience in providing administrative services to management, with examples such as, but not limited to:
- Managing schedules;
- Making travel arrangements;
- Organizing meetings and events;
- Reviewing and editing correspondence;
- Coordinating financial and/or human resources activities.

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

Asset Qualifications - Experience:
- Experience in financial management, including planning and monitoring budgets, administering funds and controlling operating budgets for senior management*.
- Experience in providing administrative services and managing the day-to-day operations such as e-mail, correspondence, capturing and tracking actions for completion, or managing the agenda of senior management*.
- Experience in providing administrative support on human resources actions.
- Experience using the Integrated Financial and Materiel System (IFMS) or SAP.
- Experience in using the Salary Forecasting Tool (SFT).
- Experience as an acquisitions cardholder.
- Experience in using a Document Management System or workflow system such as CCM or other similar software**.

*Senior management is defined as a level equivalent to that of Director or higher.
**Note: The use of the software must be a regular part of the position occupied rather than an occasional task.

Organizational Needs:
- The organization is committed to establishing and maintaining a representative workforce. Qualified applicants who self-declare as members of a visible minority group, Indigenous peoples, persons with disabilities, and/or women may be selected for appointment to fulfill organizational needs.

Operational Requirement:
- Willing and able to work overtime, as required.

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

Competencies:
- Thinking Things Through
- Showing Initiative and Being Action-Oriented
- Working Effectively with Others
- Demonstrating Integrity and Respect
- Attention to detail
- Adaptability
- Communication (writing and oral)

Conditions of employment

Various security requirements:
- Reliability Security Clearance
- Enhanced Reliability 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

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.