Executive Assistant - Office of a Senator (anticipatory staffing)

Senate of Canada; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking dynamic Executive Assistants to provide vital support in a fast-paced environment. This role is perfect for organized individuals who excel at managing multiple tasks, coordinating meetings, and ensuring efficient office operations. You'll have the opportunity to engage with diverse stakeholders and contribute to the legislative process while working alongside dedicated professionals. If you're passionate about public service and thrive in a collaborative atmosphere, this is your chance to make a significant impact in the heart of democracy.

Qualifications

• Post-secondary education in Business Administration or related field required.
• Proven experience in administrative and financial services is essential.

Responsibilities

• Manage competing priorities and coordinate meetings for Senators.
• Prepare documents and oversee communications in the office.

Skills

Organizational Skills

Communication Skills

Research Skills

Analytical Skills

MS Office Suite

Bilingualism (English/French)

Social Media Management

Time Management

Education

Post-secondary education in Business Administration

Relevant education, training, and work experience

Tools

MS Office Suite

Social Media Platforms

Job description

Executive Assistant - Office of a Senator (anticipatory staffing)

Job Type: Indeterminate and Determinate (Full-time/Part-time)

Closing date: Friday, January 31, 2025

About the Senate

The Senate plays a unique role in shaping our country’s democracy. As members of the upper house of Parliament, senators examine legislation, study public policy, champion causes and conduct interparliamentary diplomacy.

As a workplace, the Senate is composed of dynamic people representing our nation’s diverse talents, backgrounds and perspectives. We are committed to building and maintaining a diverse and inclusive workplace where everyone is provided full and equal opportunity and access to employment, development and advancement.

How will you contribute?

We are looking for dynamic, self-driven, and exceptionally organized Executive Assistants to provide critical support to Senators in a high-energy, results-oriented setting. This role calls for a proactive individual dedicated to excellence and delivering quality service in every aspect of their work.

As an Executive Assistant, you will play a key role in the day-to-day operations of the Senator’s office. You will manage competing priorities, coordinate meetings, prepare documents, and oversee communications, all while ensuring smooth and effective functioning of the office.

Open to

The general public to staff determinate and indeterminate full-time and part-time positions in Senators' offices.

Prerequisites

• Post-secondary education in Business Administration or a related field, or a combination of relevant education, training, and work experience;
• Proven experience in providing administrative and financial services within an office environment, including drafting formal correspondence, preparing briefing materials and reports, formatting documents, organizing and scheduling meetings, and managing electronic filing systems;
• Strong research, analytical, and communication skills, with the ability to convey complex information clearly and effectively to diverse audiences, including the public, stakeholders, media, and government officials;
• Extensive experience using the MS-Office suite;
• Bilingualism is preferred (English or French essential);
• Experience coordinating travel arrangements, monitoring expenditures, and tracking budgets is an asset;
• Familiarity with the workings of the Senate, parliamentary procedures, and committee functions is highly desirable. Prior experience working in a legislative environment is an asset;
• Experience with social media platforms (e.g., Facebook, X, Instagram, LinkedIn, YouTube), including content creation, management, and monitoring, to communicate effectively with the public and engage in timely and accurate information dissemination, is an asset;
• Ability to manage multiple tasks efficiently in a fast-paced environment, prioritize responsibilities, and meet deadlines;
• Willingness to work flexible hours, attend briefings and meetings, and adapt to changing priorities and legislative timelines.

Conditions of Employment

Candidates must consent to supply personal information and obtain a security accreditation to be eligible for appointment.

How to apply

Please save a copy of the notice of job opportunity. Once the closing date has passed, these documents will no longer be available.

Relocation and travel expenses incurred during this process are the applicant's responsibility.

Communication for this process will be sent via email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required.

The Senate of Canada reserves the right to retain a determined number of candidates who best meet the essential requirements of the position.

We thank all those who apply to this selection process.

The posting closes at 11:59 p.m. EDT on the closing date stated above.