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Executive Assistant- Office of the Honourable Marty Klyne

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Job ID: J0122-0626
Job Type: Determinate (6 months plus, Full-Time)
Location: Ottawa, Ontario
Minimum Salary: 63557/Year
Maximum Salary: 82624/Year
Closing Date: January 30, 2022

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. Build and advance your career by joining a team of dedicated professionals who are committed to excellence in support of senators and the institution.

How will you contribute?

Reporting directly to the Senator and working closely with the Senior Advisor – Parliamentary Strategy and the Parliamentary Affairs Advisor, you will be responsible for overseeing the day-to-day administrative and executive activities. Specific duties include:

• Managing and administering the Senator's calendar by scheduling and setting up conference calls or in-person or video-conference meetings as required;
• Managing and administering the Senator's emails, flagging relevant and pressing messages requiring action and following up on actionable items referred to others;
• Administering the budget which includes submitting office expenses, processing travel claims and monitoring expenditures;
• Coordinating travel arrangements (travel and accommodations);
• Drafting formal correspondence, completing reports, formating documents, managing the electronic filing systems, and preparing communications, documents and briefing materials;
• Identifying any competing or pressing priorities and timelines and proactively addressing or flagging to other team members.
• Collaborating with those responsible to ensure the timely delivery of draft speeches, briefing notes and relevant reports for the Senator’s perusal building-in strategic reserve time for post-editing of final drafts, translation, and review of completed copy;
• Building and nurturing professional relationships with other Senate offices, the Senate Administration and other Parliamentarians’ offices;
• Proactively lead or assist by sending timely replies, cards of gratitude, recognition, and special occasions;
- Contributing ideas and input in relation to the team’s goals and work.

Open to

The general public, to staff one (1) determinate full-time position.

About the Senator

Senator Klyne is a senator for Saskatchewan appointed in 2018, a business person with a wide range of experience, and a leader in Indigenous economic development. His policy interests and priorities include net-zero energy and environmental solutions, Indigenous rights and reconciliation, agriculture, trade and commerce, and financial matters. Senator Klyne serves on the Agriculture and Forestry Committee, the Audit and Oversight Committee, and the Transport and Communications Committee.

Senator Klyne is a member of the Progressive Senate Group (The Progressives), an organization of individuals from a wide variety of backgrounds and experiences who share a common set of progressive views and a philosophy grounded in the values of liberty and equality.

Prerequisites

• Successful completion of a university degree in a field related to the position and/or an acceptable combination of education, training and experience;
• Experience providing administrative support and/or executive services such as: drafting documents, preparing briefing materials, scheduling meetings, coordinating travel arrangements, preparing digital expense claims and managing filing systems;
• Extensive experience in using MS-Office, MS Teams, and Zoom;
• Excellent organizational skills with a reputation for being dependable, competent, and a highly organized strategic thinker;
• Excellent communication skills and interpersonal skills and an ability to communicate effectively both orally and in writing;
• Ability to think ahead to anticipate next steps and effectively prioritize a wide variety of tasks and activities;
• A team player with a positive energy;
• An independent thinker that is not hesitant to consult, conference and collaborate with others;
• Ability to work in both official languages (English and French) is considered an asset;
• Parliamentary work experience or a knowledge of the Senate, its policies and the legislative process is considered an asset.

Competencies

Integrity
Respect
Service
Communication
Judgement
Teamwork & Cooperation
Action Management

Organizational Needs

The Senate of Canada is committed to building and maintaining an inclusive workplace where all employees are provided full and equal access to employment, development, and advancement opportunities.

Conditions of Employment

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

The successful candidate will be required to work irregular and/or extended hours when the Senate is sitting.

As per the Senate Policy on COVID-19 Vaccination, Senate employees must provide proof of their vaccination status. The requirement for employees to be fully vaccinated applies whether they are teleworking, working remotely or working on-site. This is a condition of employment and it applies to indeterminate (permanent), determinate (term), casual, and student hiring. Should you reach the point in the selection process where it is necessary to verify terms and conditions of employment then the hiring manager or a human resources representative will contact you in order to verify your vaccination status

How to apply

Alternative selection tool methods and/or reasonable accommodation for special needs are available upon request.

The use of masculine gender in the text includes feminine and is used without discrimination.

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. You must consent to receiving e-mails from our system in your online profile.

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

The Senate of Canada is a separate and distinct employer from the federal public service and is not subject to the Public Service Employment Act.

We thank all those who apply to this selection process.

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