Assistant to the Executive Director

Role Responsibilities

Are you the kind of administrative professional who anticipates what’s needed before it’s asked, someone others rely on to keep an executive office running seamlessly? If you thrive in a fast-paced, high-trust environment and take pride in being the calm, capable force behind effective leadership, this role will suit you well.

Reporting to the Executive Director of the Community Response and Programs Branch, the Assistant to the Executive Director (AED) provides senior-level administrative and operational support to the Executive Director, Directors, and Branch staff. The role is central to ensuring the effective day-to-day functioning of the Branch through coordination, information management, and oversight of administrative services.

Key responsibilities include:

• Providing high-level administrative support to the Executive Director and Directors, including managing complex and dynamic calendars, scheduling meetings, resolving conflicts, and preparing briefing materials and meeting packages.
• Coordinating the flow of information to and from the Branch, including correspondence, Action Requests (ARTS), records management, and Access to Information requests.
• Monitoring and tracking the Branch budget, including preparing monthly forecasts and accrued liabilities.
• Acting as the primary contact for human resources matters, including coordinating onboarding, and leading staffing documentation and confidential HR files.
• Preparing travel arrangements and managing expense claims and P-Card transactions using 1GX.
• Managing Branch administrative operations such as service requests, supplies, technology coordination, and facilities.
• Coordinating Branch events, meetings, and hosting requirements.
• Supervising and providing guidance to other administrative staff within the Branch.

The role requires a high degree of professionalism, discretion, political acumen, and the ability to manage competing priorities in a fast-paced executive environment.

Please click on this link to view the job description for 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.

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

• Systems Thinking – Anticipates and responds to Branch priorities while considering impacts across the organization.
• Creative Problem Solving – Identifies practical and effective solutions to complex administrative challenges.
• Drive for Results – Manages multiple priorities and follows through to completion.
• Agility – Adapts to shifting demands and deadlines.
• Build Collaborative Environments – Works effectively with diverse internal and external stakeholders.

Qualifications

High school diploma and three years of related experience.

Equivalency: Directly related experience or education considered on the basis of one year of experience for one year of education or one year of education for one year of experience.

Required Experience:

• Progressive administrative support experience in a fast-paced professional environment, including complex calendar management, coordination of meetings, prioritization of competing requests, and preparation of high-quality briefing materials and correspondence for senior leaders.
• Experience supporting senior managers or executives, exercising sound judgment, discretion, and professionalism in handling confidential and sensitive information.
• Strong organizational and coordination skills, with experience managing information flow, tracking actions, and supporting records or document management processes.
• Proficiency with standard office technology and software (e.g., Outlook, Word, Excel, PowerPoint, Adobe Acrobat) to support scheduling, document preparation, tracking, and reporting.
• Experience supporting financial and administrative functions such as travel arrangements, expense claims, purchasing or P-Card transactions, budget tracking, and administrative reporting.

Assets:

• Knowledge of the Access to Information Act (ATI Act).
• Records and information management experience.
• Experience coordinating events and executive travel.
• Budgeting and forecasting experience.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

This competition is for 1 permanent full-time position available.

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

Hours of Work: This position works Monday to Friday, 36.25-hours a week.

Location:10020 100 Street  Edmonton, Alberta T5J0N3

The final candidate for this position will undergo appropriate pre-employment checks and provide a suitable 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 the GoA have to offer to prospective employees.

• 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.
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.
• Positive workplace culture and work-life balance.
• Leadership and mentorship programs.