Executive Assistant to The President

6 months ago

Ottawa, Canada National Research Council Canada Full time

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 an Executive Assistant to work in the Office of the President. In this role, you will provide administrative support to the President to make the most effective use of their time and ensure effective and efficient coordination and liaison functions within the President’s Office. You will oversee the delivery of business, administrative and financial management services to the President’s Office to ensure the effective operation of the business unit. You will also be responsible to manage and coordinate the NRC President’s schedule, travel logistics and administrative activities and establish priorities among competing demands and anticipate, plan, and schedule activities while balancing requirements and time availability, redirecting requests as required. A keen ability to analyze content, make decisions on directing to the responsible unit, while bringing urgent or sensitive matters to the immediate attention of the President or Chief of Staff are critical to the success of this position.

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**:
**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 Degree equivalency

**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.
- Significant and recent experience in administrative services, including financial management, contract administration, materiel management and procurement, records management, to plan, manage, coordinate and deliver the full range of administrative services for the office of a senior executive.
- 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.
- Experience managing the budget of a senior executive’s office.
- Experience processing financial transactions using accounting software, spreadsheets and word-processing software; preferably SAP, Excel and Microsoft Word in accordance with current policy.
- Significant refers to a minimum of 4 years experience.

**Condition of Employment**:
Top Secret (III)

**Language Requirements**:
Bilingual Imperative CBC/CBC

Information on language requirements and self-assessment tests

**Assessment Criteria**:
**Technical Competencies**:

- In-depth 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.
- Strong ability to interact and communicate effectively with clients, staff and senior managers within the organization to address operational issues.
- Extensive and comprehensive knowledge of policies and procedures governing the handling, security, classification and flow of documents and information for the full spectrum of security designations and document types.
- Strong planning and coordination skills to assess, prioritize, organize and manage the large v

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