Executive Assistant

Role Responsibilities

The Executive Assistant (EA) to the Assistant Deputy Minister's Office (ADMO) plays a vital role in ensuring the smooth operation of the ADMO. This position requires not only managing the ADM’s schedule, coordinating meetings, and preparing essential materials, but also demands a high level of political acumen and the ability to work in a fast-paced, dynamic environment.

The Executive Assistant (EA) is responsible for following job duties (but not limited to):

• Maintaining the calendar, scheduling appointments, coordinating, planning and organizing Division’s business events, booking facilities, making travel arrangements for the ADM and resolving any issues as they arise.
• Liaising with both the Deputy Minister and Minister’s offices, ensuring that communications and priorities are effectively aligned across the senior leadership team
• Researching and preparing background material for executive meetings. 
• Monitoring, tracking and negotiating timelines for ADM related matters. 
• Responding directly to day-to-day administrative inquiries on behalf of the ADM.
• Assisting in the financial aspects for the office of the ADM in accordance with established legislation, regulations, policies and directives.
• Plays a central role in supporting the achievement of strategic priorities, ensuring the effective execution of administrative and operational tasks, and contributing to the overall success of the ADM
• Acting as a Service Request Coordinator for the ADMO team, providing support to the ADMO managers and staff with IT equipment, software, network accessibility and other technological equipment and systems. 
• Acting as a resource to other administrative support staff within the division and/or department by providing advice and assistance on matters relating to the ADM office. 
• Supports human resource requirements for the ADMO and Division, including 1GX and WPA status.
• Liaises with Pay and Benefits on salary, benefits, and time accounting records, supporting the Division.
• Receiving and processing highly confidential and sensitive information and demonstrating excellent interpersonal and oral and written communication skills. Providing support in a highly professional manner with a high degree of autonomy, diplomacy and confidentiality.
• Responding effectively and knowledgeably to emerging issues and taking appropriate, and often independent action, within appropriate guidelines.

To be successful in this role, you will demonstrate:

• Strong leadership, management skills.
• Project planning skills.
• Strong understanding of administrative and operational service policies, guidelines and standards.
• Strong organizational and priority-setting skills with the ability to manage multiple issues at any given time.
   

For a detailed copy of the job description, please visit this link.

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.

This link will assist you with understanding competencies: https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

Agility - Works in a changing environment and takes initiative to change.

Build Collaborative Environments - Collaborates across functional arears and proactively addresses conflict.

Systems Thinking - Considers inter-relationships and emerging trends to attain goals.

Creative Problem Solving - Engages the community and resources at hand to address issues.
 

Qualifications

Requirements:

• High School Diploma
• Four years progressively responsible related experience working in an Executive’s office.

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

• One year of education for one year of experience; or
• One year of experience for one year of education.

Assets:

• Proficiency with MS Office applications, Visio, SharePoint, ARTS, 1GX, BERNIE.
• Experience with ARTS, System Applications and Products (SAP) systems, invoicing, budgets, contract administration, ordering office supplies and managing inventory.
• High degree of functional independence in handling a wide variety of assignments from different branch staff, often with high volume and high urgency and confidentiality, which adds to the complexity and requires creative solutions in order to complete the work assigned.
• Experience in managing complex calendar, scheduling appointments, organizing and booking meetings, coordinating accommodation and making travel arrangements.
• Experience in coordinating, compiling briefing notes, documents and reports for senior management.
   

Notes

Terms of Employment: This is a permanent full time position.

Hours of Work: 36.25 hours per week, Monday to Friday.

Location: Edmonton

This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level.

Applicants are required to provide a cover letter with clear and concise specific examples that demonstrate how their qualifications meet the advertised requirements and competencies. The cover letter may be used to assess an applicant’s writing communication skills.

Final candidate may be required to undergo a security screening.

What We Offer:

• Working for the Alberta Public Service – https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx
• Public Service Pension Plan (PSPP) – https://www.pspp.ca
• Leadership and mentorship programs
• Professional learning and development
• Positive workplace culture and work-life balance
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreements
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca