Executive Assistant to the President

Job title: Executive Assistant to the President

Job description: Priority may be given to the following designated employment equity groups: women, Indigenous peoples* (First Nations, Inuit and Métis), persons with disabilities and racialized persons*.

• The Employment Equity Act, which is under review, uses the terminology Aboriginal peoples and visible minorities.

Candidates are asked to self-declare when applying to this hiring process.

City: Ottawa

Organizational Unit: Executive Offices

Classification: AS-4

Tenure: Term

Duration: 2 years

Language Requirements: Bilingual Imperative CBC/CBC

Notes:

• Due to the nature of the work and operational requirements, the position will require a physical presence of 5 days per week at the NRC work location identified.
• Ability and willingness to work overtime, sometimes on short notice.

Your Challenge

Great Minds. One Goal. Canada’s Success.

Help bring research to life and drive your career forward with the National Research Council of Canada (NRC), Canada’s largest research and technology organization.

We are looking to staff the Executive Assistant position for a term of 2 years. In this role, you will be responsible to manage and coordinate the NRC President’s schedule, travel logistics and administrative activities.

Do you thrive in a fast paced ever changing environment? Are you results oriented, with a keen ability to ensure that things are done in a proactive and efficient manner? If so, this may be the position for you. You will be responsible for a number of administrative duties within the President’s office, such as responding appropriately to inquiries, preparing agendas, and planning national and international travel, all while maintaining a good knowledge and understanding of NRC and the President’s office programs, policies and practices. You will liaise with staff at all levels in the NRC, and in many instances, you will act as the face of the President’s office as the first point of contact for internal and external stakeholders and partners. You will understand the complexities of a senior government official’s office, while managing the urgency of high profile matters.

Screening Criteria

Applicants must demonstrate within the content of their application that they meet the following screening criteria in order to be given further consideration as candidates:

Education

Completion of post-secondary education and related specialized training or equivalent combination of education and experience.

For information on certificates and diplomas issued abroad, please see

Experience

• Significant and recent experience in providing administrative support services to executive level senior management, including managing and prioritizing all aspects of a busy executive office.
• Experience in developing and maintaining administrative systems such as files, logs, and databases and ensuring compliance to classification standards (i.e. Protected, secret, etc.) for records management purposes.
• Significant experience drafting and proofreading notes, memos, letters, and written materials.
• Experience using MS Outlook, Word, Excel, and PowerPoint.
• Significant experience arranging meetings, coordinating travel arrangements and processing travel claims.
• Significant experience in managing and prioritizing all aspects of a senior level office including managing calendars and planning and scheduling meetings and related logistics.
• Experience in coordinating travel arrangements, scheduling meetings and planning for hospitality, and processing the related financial transactions ensuring compliance to policy.
• Experience processing financial transactions in accordance with current policy would be considered an asset.

*Significant refers to a minimum of 4 years experience.

Condition of Employment

Top Secret (III)

Language Requirements

Bilingual Imperative CBC/CBC

Assessment Criteria

Candidates will be assessed on the basis of the following criteria:

Technical Competencies

• Solid knowledge of general administrative, operational and financial policies, processes, procedures and reporting within a large organization preferably within a Canadian federal government context.
• Ability to use Microsoft Office suite.
• Ability to demonstrate accuracy and attention to detail.
• Ability to demonstrate discretion, tact and sound judgement; especially when reviewing sensitive or confidential information and determining the appropriate course of action.
• Strong ability to multi-task, manage and prioritize time and competing priorities while working under severe time constraints.
• Ability to interact and communicate effectively with clients, staff and senior managers within the organization to address operational issues.

Behavioural Competencies

• Management services – Client focus (Level 3)
• Management services – Communication (Level 3)
• Management services – Conceptual and analytical ability (Level 2)
• Management services – Initiative (Level 3)
• Management services – Organizational and environmental awareness (Level 2)
• Management services – Results orientation (Level 3)
• Management services – Teamwork (Level 2)

Competency Profile(s)

For this position, the NRC will evaluate candidates using the following competency profile:

Compensation

From $69,087 to $81,221 per annum.

In addition, the incumbent will receive the Bilingualism Bonus of $800 per year.

NRC employees enjoy a wide-range of including comprehensive health and dental plans, vacation, sick, and other leave entitlements, disability insurance and pension plans.

The NRC Advantage

The National Research Council of Canada (NRC) is the Government of Canada’s largest research organization supporting industrial innovation, the advancement of knowledge and technology development. We collaborate with over 70 colleges, universities and hospitals annually, work with 800 companies on their projects, and provide advice or funding to over 8000 Small and Medium-sized Enterprises (SMEs) each year.

We bring together the brightest minds to deliver tangible impacts on the lives of Canadians and people around the world. And now, we want to partner with you. Let your expertise and inspirations make an impact by joining the NRC.

At the NRC Employee wellness matters. We offer flexible work schedules as well as part-time work to help employees maintain work-life balance. We are one of the few federal organizations that close our offices during the December holiday season. We offer professional learning and development opportunities such as conferences, workshops, and a suite of mentorship, award and recognition programs. Diversity enables creativity and innovation. Fostering a diverse, inclusive, welcoming and supportive workplace is important to us, and contributes to a more inclusive Canadian innovation system. We welcome all qualified applicants and encourage you to complete the employment equity self-declaration questions during the job application process. Please let us know of any accommodation measures required to help you to be assessed in a fair and equitable manner. Please note that the information you provide will be treated confidentially.

Help us solve problems for Canada. Grow your career with us today!

Notes

• Relocation assistance will be determined in accordance with the NRC’s directives.
• A pre-qualified list may be established for similar positions for a one year period.
• Preference will be given to Canadian Citizens and Permanent Residents of Canada. Please include citizenship information in your application.
• The incumbent must adhere to safe workplace practices at all times.
• We thank all those who apply, however only those selected for further consideration will be contacted.

Please direct your questions, with the requisition number (21450) to:

E-mail:

: 613-858-5773

Closing Date: 5 March 2024 – 23:59 Eastern Time

For more information on career tools and other resources, check out

*If you are currently a term or continuing employee at NRC, please apply through the SuccessFactors Careers module from your NRC computer.

Date modified: This page is updated continuously.

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