Assistant to Executive Director

Role Responsibilities

Various Divisions and Branches within the Ministry of ALSS are seeking highly organized, detail-oriented, and proactive individuals to fill Assistant to the Executive Director vacancies. These roles are integral to the smooth operation of the Branch that they support and contribute directly to the Ministry’s commitment to helping Albertans live and age well. 

Reporting to the Executive Director, the Assistant to the Executive Director role is  responsible for delivering high-level administrative and operational support across dynamic, multi-team environments, often with competing priorities.

Key responsibilities include:

•    Manage information flow and scheduling.

o    Coordinates calendar, appointments, travel, and meetings.
o    Reviews and tracks correspondence, highlighting urgent issues.
o    Drafts correspondence and manages action requests using ARTS.
o    Prepares agendas, reports, and presentations.

•    Administration and office management.

o    Develops and improves administrative systems and workflows.
o    Providing essential support for financial processing, contracts, human resources coordination, and records management.
o    Acting as a liaison between branch leadership and internal/external partners, including other ministries and stakeholders.
o    Acting as the WPA and being proficient with the internal ERP system

•    Provide leadership and guidance to other administrative staff.

o    Offers training and coaching. 
o    Facilitate staff meetings to ensure consistency and coordinate tasks. 

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: Takes a long-term view towards organization’s objectives and how to achieve them. 

Build Collaborative Environments: Collaborates across functional areas and proactively addresses conflict. 

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

Develop Networks: Makes working with a wide range of parties an imperative. 

Qualifications

Minimum Requirements:
•    High school diploma and three years of related experience providing administrative support. 
•    Strong skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

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. 

Assets:
•    Experience with SharePoint, ARTS, and 1GX. 
•    Knowledge of government/political processes (i.e., legislative assembly, cabinet, caucus). 

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

Multiple permanent positions available. 

Hours of work: 36.25 hours per week, Monday – Friday

In your resume, please include dates (including months and years) associated with all education and work experience. Also, please indicate whether your work experience is casual, part time or full time.

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 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.