Executive Assistant

Role Responsibilities

Join a team at the forefront of Alberta's public sector labour relations and compensation landscape. Supporting the Chief Advisor on Negotiations, you will play a pivotal role in advancing the work of the Provincial Bargaining Compensation Office (PBCO), providing strategic executive support, managing high-priority issues, and ensuring the seamless coordination of initiatives that influence more than $41 billion in public sector compensation. This is a unique opportunity for a highly organized and trusted professional to contribute to complex, high-impact work in a dynamic and confidential environment.

This role may be used to provide surge capacity to other areas of the department inclusive of growth opportunities such as drafting and editing departmental correspondence.

The main responsibilities of this role include:

• Identify and resolve administrative and operational issues affecting the Chief Advisor's Office, providing recommendations and ensuring priorities are effectively managed.
• Develop, coordinate, and continuously improve administrative processes, procedures and communication practices to support divisional goals and efficient information flow.
• Monitor divisional projects and initiatives, tracking progress, following up on deliverables and supporting leadership in meeting key milestones.
• Coordinate Action Requests, Executive Requests, approvals and correspondence, ensuring timely review, assignment, tracking and completion.
• Draft, edit, and proofread correspondence, briefing materials, memos, reports, and executive packages for accuracy, quality and consistency.
• Manage confidential, politically sensitive and labour relations information, applying sound judgment and maintaining appropriate internal controls.
• Provide secretariat and administrative support for executive committees, including agenda preparation, meeting coordination, minute-taking, action tracking and follow-up.
• Manage the Chief Advisor's calendar, travel arrangements, meetings, and priorities, ensuring effective scheduling and preparation for engagements with senior government and external stakeholders.
• Maintain records management, electronic and physical filing systems, ATI coordination processes, and information storage in accordance with government standards and legislation.
• Support financial and operational administration by monitoring expenditures, processing contracts and payments, verifying compliance with policies, providing technology support and coordinating special projects and events.
• As is the case with all positions within PBCO, this position has access to confidential labour relations and bargaining materials placing it in conflict with the union and therefore is classified as out of scope/excluded.

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 – You can adapt quickly to changing landscape and priorities, foster agility in others, and create processes and opportunities that encourage proactive and flexible practices.

Drive for Results – You are able to hold true to principles and confront problems directly, taking steps to rectify problem situations.

Develop Self and Others – You have a commitment to lifelong learning and the desire to invest in the development of the long-term capability of yourself and others.

Build Collaborative Environments – You can promote sharing of expertise among wide-ranging teams to achieve ministry outcomes.

Develop Networks – You have the ability to proactively build networks, connect with, and build trust in relationships with stakeholders and colleagues.

Systems Thinking – You are able to see both the big picture and the details. You are able to evaluate broad reaching impacts and use the knowledge to inform and process

Creative Problem Solving– You have the ability to assess options and implications in new ways to achieve outcomes and solutions.

Qualifications

High School Diploma and four years progressively responsible related experience; or equivalent as described below.

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

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

Requirements:

• Previous experience providing support to C-suite executives in a large/complex organization.
• Intermediate to advanced experience with the Microsoft Office suite including MS Word, MS Excel, MS PowerPoint and MS Outlook.  Candidates may be asked to participate in an evaluation of MS Office technical skills.

Assets:

• Coordinate executive calendars, meetings, and travel to ensure seamless support and priority management.
• Produce accurate, high-quality briefing materials, correspondence and meeting packages.
• Maintain compliant records, ATI responses, and confidential information management processes.
• Support committees and leadership teams through meeting coordination, documentation and action tracking.
• Monitor projects, contracts and expenditures while identifying process improvements and operational risks.

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

Notes

A cover letter is required. In your cover letter, please provide information that clearly demonstrates how your qualifications meet the advertised requirements for this position.

Hours of Work - 36.25 hours per week.

Location- Petwin Tower Building - 10707 100 Ave, Edmonton, AB.

In your resume, please include dates (including months and years) associated with all education and work experience. As well, please indicate whether your work experience is casual, part-time or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

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