Administrator Assistant

Role Responsibilities

This position will support the Cabinet Coordination Office in its responsibility to provide support to Cabinet/Committee’s and the Premier's office. 

What You’ll Do

1.Consolidated meeting schedule (CMS) - Designated staff receive up to date information on Cabinet and committee meeting schedules and dates for Order in council signings.

• Prepare a draft CMS with updated information on meeting dates/times, OC signing dates, etc., and incorporate feedback for final approval;
• Send out meeting invites and meeting change/cancellation notices (as required).

2.Document Processing- Documents required for Cabinet and Cabinet Committee meetings are received and processed for timely distribution to Members and other designated recipients.

• Administer access to SharePoint sites for Cabinet Coordination Office (CCO), Policy Coordination Office (PCO) and Minister’s Office staff, as requested;
• Monitor CCO Outlook lnbox and action accordingly;
• Work with Ministers' Offices and PCO staff to ensure submitted documents are complete and properly formatted;
• Notify PCO and CCO that documents for designated meetings have been processed, and filed; and
• Maintain distributions lists associated with document processing work.

3.Official Records - The CCO complies with records management protocols and/or best practices.

• Maintain Official Record hard copies for all Cabinet and committee meetings, and updating the Outstanding Official Records schedule, as needed;
• Maintain filing of electronic records in shared drive;
• Conduct searches, often on a time sensitive basis, to retrieve required official records; and
• Arrange for archiving and storage of Official Records.

4.Administrative/Logistical Support for Cabinet/Committee Meetings - Planning and execution of Cabinet/Committee meeting facilitates effective government decision making.

• Order catering, as required;
• Provide final attendance numbers
• Ensure there is standby support for Cabinet meetings in Calgary

5.Corporate Support - The Cabinet Coordination Office provides effective corporate support, and operational priorities are achieved in a timely/effective fashion including supporting onboarding processes, user transfers and mobility support.

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.

• Builds Collaborative Environment: Engages diverse stakeholders and fosters collaboration through shared resources and inclusive dialogue. Resolves conflict through facilitation and coaching while valuing different perspectives to achieve outcomes.
• Creative Problem Solving: Uses diverse approaches to analyze problems and generate solutions. Encourages collaboration and brings the right people together to resolve issues.
• Agility: Adapts quickly to changing priorities and incorporates improvements into work. Stays composed under pressure and helps others adjust to change.
• Develop Self and Others: Builds individual and team capability through learning and development. Promotes shared learning and supports personal development planning.
• Systems Thinking: Considers broader trends, risks, and context when making decisions. Aligns actions with organizational goals and addresses barriers to progress.

Qualifications

Minimum Recruitment Standards 

High school diploma, plus a minimum of three years of related experience.

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.

What You Bring

• Sound knowledge of administrative procedures, human resource policy and governmental financial policies.
• Some working knowledge of government policy development processes and procedures.
• Excellent working knowledge of Adobe and Microsoft Office Suite including Word, PowerPoint, Outlook and SharePoint and working knowledge of 1GX.

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

Notes

This posting is for one (1) full time, temporary position up to 6 months.

Hours of Work: 36.25 hours/week.

Location: Edmonton.

Please note that this position requires full in‑office presence from Monday to Friday.

Include a cover letter in your application package. Applications submitted without a cover letter will not be considered. Your cover letter should clearly demonstrate how your education, experience, and skills align with the qualifications and requirements of this position.

Candidates may be asked to complete a written assessment.

The final candidate for this position will undergo an academic check, reference checks, and provide 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.

Applicants are advised to provide information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience and relevant examples of required competencies

In your resume, please include dates (including months and years) associated with all education and work experience. Please also indicate whether your work experience was part-time or full-time.
For example:
January 15, 2006 - June 25, 2009: Executive Director of Job Title (Full time)

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.
• Professional learning and development.
• Research Alberta Public Service Careers tool.
• Positive workplace culture and work-life balance.