Assistant to Executive Director

Role Responsibilities

Reporting to the Executive Director, Policy and Partnerships, the Assistant to Executive Director is a key contributor to operational excellence. This role provides broad administrative expertise and ensures the smooth functioning of day‑to‑day activities that support strategic work across the Branch. You will be the organizational anchor for the team, coordinating information, managing workflows, and supporting critical administrative processes that enable the Branch to deliver on its mandate.

The job responsibilities include:

1. Administration & Human Resources Support

• Manage the Executive Director’s calendar, including scheduling meetings and preparing meeting materials.
• Review, track, and follow up on action items and requests from internal and external stakeholders, including the ADM Office and other departmental areas.
• Perform records management duties such as filing, archiving, and document destruction in accordance with policies and procedures.
• Maintain content inventories and support branch SharePoint site(s).
• Assist with HR tasks including updating job descriptions, preparing staffing requests, maintaining the organizational chart, and coordinating interviews.
• Draft, edit, and send correspondence, memos, and letters on behalf of the branch or Executive Director.
• Support logistics for official meetings, including calendar coordination, binder preparation, hosting, travel arrangements, and related activities.
• Coordinate the ordering of office supplies, equipment, and related resources.

2. Branch Operations & Coordination

• Recommend, communicate, and implement administrative processes and procedures to improve branch effectiveness and efficiency.
• Proofread and edit branch documents to ensure accuracy and compliance with legislative and organizational standards.
• Liaise with branch and division staff to support communication and progress toward branch goals.
• Serve as the branch’s guide and point of contact for Worksite, 1GX, BERNIE and building, employee, and IT-related requested or issues.
• Participate in branch management meetings and support coordination of branch-wide processes.

3. Financial Administration

• Process and track invoices in accordance with financial procedures.
• Collaborate monthly with the Budget Analyst and Executive Director on budget forecasting and salary reporting.
• Complete contract and grant administration tasks, including updating GAMS information.
• Ensure fiscally responsible branch spending on items such as cell phones, computer equipment, and office supplies.
• Prepare and submit expense claims as required.

The Job Description is provided for Further details on this position. 

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

 Agility

• Adapt quickly, stay composed under pressure, and take initiative to make things better.
• Spot opportunities to improve processes and act on them.
• Adjust your approach as situations evolve.
• Stay optimistic and level‑headed in stressful moments.
• Seek guidance when needed to navigate change effectively.
• Work creatively while respecting organizational guidelines.

Build Collaborative Environments

• Recognize that great work happens when people work well together.
• Encourage broad thinking and help remove barriers to progress.
• Facilitate open communication and cross‑team collaboration.
• Anticipate conflict early and help resolve it constructively.
• Recognize others’ contributions and elevate talent.
• Foster commitment and shared ownership across teams.

Drive for Results

• Set clear goals and take accountability seriously.
• Plan using insight from experience.
• Hold yourself and others responsible for delivering outcomes.
• Partner with teams to achieve shared objectives.
• Consistently aim to exceed expectations.

Creative Problem Solving

• Be curious, analytical, and always looking for a better way.
• Ask thoughtful questions to fully understand challenges.
• Explore new methods to improve results.
• Reflect on what made past projects successful and share your learning.
• Gather diverse data and perspectives to make informed decisions.

Qualifications

Minimum Recruitment Standards
High school diploma and three years of related experience.

Equivalency: Directly related education or experience considered on the basis of:

• 1 year of experience for 1 year of education; or
• 1 year of education for 1 year of experience

The following experience is required:

• Experience with grant cycles, reporting, and compliance.
• Budget experience, including tracking expenditures and supporting financial processes.
• Ability to keep people, tasks, and timelines aligned with strong coordination skills.
• Structured, detail‑oriented, proactive, and reliable, with excellent organizational skills.
• Approachable, clear communicator, and able to work with diverse stakeholders with strong people skills.
• Experience using email, spreadsheets, and standard office software with basic desktop skills.
• Effective multitasking skills, with the ability to manage competing priorities without losing momentum.
• Experience handling high‑volume workloads in a fast‑paced environment.
• Experience in process development with improving systems, creating workflows, and standardizing procedures.
• Strong writing, reviewing and editing skills, with the ability to follow and apply style guides.

The following experience is considered as assets:

• Experience with 1GX, BERNIE, RIM Hub, GAMS, and SharePoint.
• Experience supporting grants or contracts administration.
• Experience working in the Government of Alberta or broader public sector.
• Experience using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint and Visio) and Adobe Acrobat Pro.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Notes

Hours of work are 08:15a.m. to 04:30 p.m., Monday to Friday. This is a full-time permanent position working 36.25 hours per week in downtown Edmonton.

• Final candidates will be required to undergo a criminal records check (CRC).

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Links and information on what we have to offer:

• Working for the Alberta Public Service.
• Public Service Pension Plan (PSPP).
• Alberta Public Service Benefit Information.
• Professional learning and development.
• Research Alberta Public Service Careers tool.
• Positive workplace culture and work-life balance.