Executive Assistant

Role Responsibilities

Do you thrive on chaos? Neither do we. But if you get a thrill from a well-organized briefing binder, perfectly color-coded schedules, and an efficient budget process, this role is for you.

Reporting to the Executive Director of L&E, the Executive Assistant is the administrative backbone of our team. In this role, you will:

• Provide exceptional executive support: Coordinate a busy executive’s calendar and serve as a central point of coordination, ensuring scheduling and communications reflect their priorities and leadership values.
• Organize with precision: Prepare meetings and briefing packages, ensuring everything is planned, organized and up-to-date, so everyone has what they need when they need it.
• Keep things running smoothly: Coordinate finances, records and logistics by creating systems that keep everything on track and operating seamlessly.
• Be the go-to person: Help executives and team members get things done by providing value-added service and connecting the dots when responding to questions.
• Navigate the big picture: Use good judgment in day-to-day decisions that consider priorities of the branch and the APS.

To be successful in this role, you need to:

• Be organized and detail-oriented: You can track deadlines, juggle several projects at once, and keep things running smoothly even when there is a lot happening.
• Work the system: When something needs to be solved, you can figure out who to talk to, how to contact to them, and what to do.
• Communicate effectively: Whether you’re sending an email or chatting on Teams, you make sure your message is easy to understand and appropriate for the audience.
• Navigate budgets, contracts and public sector finance with confidence: You’re comfortable with public sector financial processes and ensure everything aligns with APS policy and protocols. 
• Master the executive calendar: You can steer an executive’s calendar—anticipating scheduling challenges and effectively representing the senior leader’s priorities.
• Be flexible and take initiative: You don’t just react to requests—you anticipate needs, spot opportunities for improvement, and take action to make things better for the whole team.

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: Prioritizes and manages competing priorities.

Drive for Results: Achieves results on priorities despite ambiguity in process, evolving challenges, and tight timelines. 

Build Collaborative Environments: Works in a proactive, collaborative and integrated fashion to support ongoing initiatives.

Systems Thinking: Integrates different types of policies and client priorities to identify the correct solution to each problem.

Qualifications

Your cover letter and resume will be used to assess your qualifications, including your written communication skills and your attention to detail.

Ensure your cover letter meets all of the following criteria:

• Includes a professional salutation;
• Identifies the relevant job opportunity (i.e. Executive Assistant);
• Is concise, without spelling/grammatical errors;

• Clearly identifies the number of years of experience you have working in a public sector organization (i.e. federal/provincial/municipal government, school board, hospital, etc.);
• Clearly identifies the number of years of experience you have supporting an executive (or senior leader); and
• Provides a clear and concise example of a time you took initiative to improve a process so that you and your team could operate more effectively.

Ensure your resume meets all of the following criteria:

• Includes the starting and ending month & year of each role;
• Is concise, without spelling/grammatical errors;
• Has a clear, consistent layout that demonstrates your attention to detail; and
• Provides information about each role using clear and concise bullet points.

Applications without a cover letter and resume that meet all of the above criteria will not be considered.

Minimum recruitment standard: High school diploma and four years of related experience.

Equivalency: Related education or experience is considered on the basis of:

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

• 1 year of experience for 1 year of education

Other requirements (i.e. “must haves” to be considered for the role):

• Experience administering financial processes in a public sector context (e.g. monthly forecasts, procuring supplies);
• Experience supporting executive/senior leader operations (e.g. scheduling);
• Knowledge of public sector organization and hierarchy structures.

Assets (i.e. “nice to haves”):

• Knowledge of Alberta Public Service corporate systems (e.g. 1GX, ARTS, and EPS);
• Knowledge of Alberta Public Service procurement/contracting policies.

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

Notes

To be considered for this competition, your application must include a well-written cover letter and resume. Carefully review the Qualifications section to see the specific requirements for the cover letter and resume that are unique to this role. If your application does not include a cover letter and resume that clearly meet these requirements, your application will not be considered.

Location and Hours of Work:  Our office is located in downtown Edmonton, with on-site attendance required to meet the operational needs of the role.

Business hours are Monday to Friday, 8:15 am to 4:30 pm. Hours of work are 7.25 hours per day / 36.25 hours per week. Modified daily start/end time may be available on a case-by-case basis, subject to government policy and operational viability.

Final candidates will be required to undergo a security screening. 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:

Notes Cont'd