Executive Assistant

Start date: Immediately
Position Title: Executive Assistant
Duration: 6 months period with possibility of extension
Location: 180 Kent Street, Suite 830, Ottawa, Ontario
Organization: Ship-source Oil Pollution Fund & Fund for Railway Accidents Involving Dangerous Goods
Rate of pay: $61,558 to $66,324


The Office of the Administrator of the Ship-source Oil Pollution Fund and the Fund for Railway Accidents Involving Designated Goods is looking to fill the position of the Executive Assistant.

The incumbent must be bilingual (English and French) and have high school diploma or and/or post-secondary education along with experience in executing tasks in providing administrative support to senior officials.


Conditions of Employment:

  • Preference will be given to Canadian citizens and permanent residents located in the National Capital Region. A security clearance at the Secret level is required for this position however, individuals having an enhanced reliability level will be considered for the position. The individual will be required to obtain a Secret clearance level within the first year of employment.


  • Experience in managing and coordinating the executive administrative services to a senior government official, not only for text processing and preparation but for organizing the paper flow and working in sync with other workers.
  • Experience in working in a high level executive office with autonomy and reliability.
  • Experience in planning, organizing meetings and making travel arrangements.
  • Experience in drafting, editing and verifying various administrative documents in both official languages such as but not limited to briefing notes, memorandums, minutes.
  • Extensive experience in the use of the personal computer software such as Microsoft Office (Outlook, Word, PowerPoint and Excel), to establish databases, and prepare presentations and correspondence.
  • Experience in organizing and summarizing information obtained from different sources.
  • Experience in maintaining a function-based records classification system and related automated data base.
  • Experience interacting with high-profile internal or external stakeholders.


  • Knowledge of administrative procedures and document classification systems;
  • Knowledge of office protocol;
  • Knowledge of Government of Canada administrative, financial, human resources, information management and information technology policies and procedures and general knowledge of federal accountability requirements.


  • Ability to rapidly analyze and formulate recommendations.
  • Ability to monitor and control quality and timeliness of response of correspondence.
  • Ability to interact with all levels of employees and senior external contacts in an effective and efficient manner to obtain and provide information and advice.
  • Excellent ability to draft, edit/revise written texts.
  • Ability to organize internal and external meetings.

Personal Suitability:

  • Excellent communication skills
  • Judgment, tact and discretion
  • Maturity and professional approach
  • Excellent interpersonal skills
  • Thoroughness and attention to detail
  • Initiative, flexibility, reliability and autonomy


  • Provides day to day administrative support to the Administrator and Deputy Administrator; assists senior SOPF/FRAIDG Officers and consultants in the handling of administrative and claims files in accordance with established legislation and the SOPF/FRAIDG’s records and information management system. This includes correspondence streamlining, logging and follow-up functions.
  • Answer and manage incoming calls/first point of contact for executives.
  • Receive and interact with incoming visitors.
  • Provides the Administrator and Deputy Administrator with time management and agenda coordination.
  • Provides advice to callers and gives preliminary responses to inquiries regarding SOPF/FRAIDG involvement and miscellaneous demands by outside stakeholders.
  • Organizing of files and documentation systematically in accordance to SOPF/FRAIDG Records and Information Management (RIM) policies and procedures and by catering to the immediate correspondence needs of the day.
  • Provides senior executives (the Administrator, the Deputy Administrator and SOPF/FRAIDG delegates) with all conference preparation material, under guidance from the Administrator and/or the Deputy Administrator, regarding the type of documents needed, language requirements, historical references, cross referencing to reports ( e.g. audits; trade or industrial journals).
  • Responsible for ordering/purchasing office supplies, maintaining office equipment (telephones, printers, photocopiers, fax, computers, server, network and programs) and providing general office technical and logistical support as required.
  • Conducts periodical manufacturer-recommended office equipment upkeep maintenance on printers, photocopiers, and fax machines, and coordinates more important repairs with office equipment suppliers
  • Assists in office layout and workplace configuration to accommodate new and temporary or indeterminate employees/consultants with the requisite furniture, telephone lines and extensions, computer and peripheral hook ups and all other such necessities.
  • Assists with special projects and assignments maintaining a high degree of confidentiality.
  • Drafts routine and more elaborate correspondence for signature by the Administrator or the Deputy Administrator. On demand from superiors, manages incoming correspondence and  e-mail, taking action, and following-up on previous outstanding requests.
  • Arrange and coordinate meetings and events, including arranging for meeting rooms and equipment.
  • Coordinates travel arrangements, handling personal VIP information, conference registration abroad, arranging itineraries and agendas, synchronizing the time and venue of one or more travelers on a given trip, screening travel claims against travel regulations and entitlements, preparing conference material.
  • Prepare, submit and monitor travel expenses to Finance Officer.
  • Because of the small size operation, oversees other activities such as administrative services in the field of safety, security and emergency response.

For more information on the Fund for Railway Accidents Involving Designated Goods please visit our website at http://www.fraidg.gc.ca

To submit your application, send your email to nicole.sayed@sopf-cidphn.gc.ca