Assistant to the Executive Director

Role Responsibilities

This role provides comprehensive administrative support to the Executive Director of Housing Capital Programs including managing calendars, scheduling meetings and travel, and preparing correspondence, reports, and briefing materials to ensure smooth office operations.

In this role you will organizes meeting agendas and records outcomes to facilitate informed decision-making and follow-up.

In addition, you will oversee branch administration and office management, including financial and records management to ensure compliance with ministry and government procedures.

You will be responsible of streamlining operations through digital workflow systems, processing invoices and expense claims, coordinating staffing and human resources activities, managing branch supplies, and serving as the primary liaison between branches to resolve administrative issues and improve efficiency.

To be successful in this position you will lead and coordinate with administrative staff across the branch to promote consistent and efficient operations. It involves mentoring staff on policies and best practices, facilitating regular meetings to share information and coordinate work, guiding the implementation of new systems and processes, and fostering a collaborative, solutions-oriented work environment aligned with branch goals.

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.

As an Assistant to the Executive Director, in addition to your education and experience, you will demonstrate well-honed competencies in the following areas:

• Agility - Demonstrated ability to manage and adapt to change. Ability to manage human, financial, and physical resources within an operating environment.
• Drive for Results - Leadership skills, including demonstrated ability and comfort with decision making responsibilities, coaching and teaching, and the ability to inspire and build confidence in others.
• Develop Self and Others - Proven ability to foster partnerships and to achieve organizational goals within an organization.
• Build Collaborative Environments - Strong track record in establishing and maintaining effective working relationships with internal and external stakeholders.
• Develop Networks - Ability to foster a climate of cooperation amongst, and build solid relationships with public agencies, government, committees and other partners.
• Systems Thinking - Effective leadership abilities combined with a strong commitment to operating within a team environment and the ability to motivate and inspire others to achieve common goals.
• Creative Problem Solving - Excellent analytical and decision-making skills.

Qualifications

High school diploma and three years of related experience.

Equivalency: Directly related education or experience considered based on:

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

 • 1 year of experience for 1 year of education

Preference will be given to candidates with directly related experience.

• Strong computer skills with experience using Microsoft 365, SharePoint, and Adobe.
• Comfortable using virtual meeting technology (MS Teams, Webex, etc.)
• Good working knowledge of office administrative systems and procedures.
• Excellent organizational and time-management skills, with the ability to analyze and prioritize competing demands in a varied, fast-paced work environment.
• Exemplary interpersonal skills to maintain efficient Branch operation and good working relationships.
• Good judgement, and independent decision-making and problem-solving skills.
• Excellent oral and written communication skills.

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

Notes

A cover letter must accompany your application and should clearly demonstrate how your education and experience relate to the requirements of the role.

This is a temporary full-time position based in Edmonton; 36.25 hours per week, Monday to Friday.

The final candidate will be required to undergo a comprehensive security screening prior to employment.

Candidates must be eligible to work in Canada and live in Alberta.

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.