Assistant to Executive Director

Role Responsibilities

The Assistant to the Executive Director provides senior-level administrative, operational, and financial coordination to support the effective management of the branch. This position plays a pivotal role in ensuring the efficient flow of information, communication, and business processes within the branch and across the division. The ideal candidate is a proactive, detail-oriented professional who thrives in a fast-paced environment, exercises sound judgment, and maintains discretion when handling sensitive information.

The job responsibilities include:
Executive Support

• Provide senior-level administrative support to the Executive Director.
• Manage the ED’s calendar, including scheduling, coordinating, and prioritizing meetings, appointments, and events.
• Liaise with internal and external schedulers to arrange and adjust meetings on behalf of the ED.
• Coordinate logistics and materials for meetings, including agendas, presentations, and briefing documents; take minutes as required.
• Schedule and coordinate branch-wide meetings and events, including logistics and agenda preparation.
• Attend branch ED/Directors’ meetings and provide administrative follow-up.
• Coordinate travel and accommodation arrangements for the ED.
• Review and prioritize incoming correspondence, taking appropriate action or escalating, as necessary.
• Compile reports, statistics, and background information as requested.
• Track deadlines and deliverables in coordination with the Priority Issues Coordinator to ensure timely submissions.
• Liaise with the Assistant Deputy Minister’s Office and other branches to facilitate communication, resolve issues, and ensure consistent administrative processes.
• Manage branch records and filing systems in accordance with records management policies and procedures.
• Maintain and manage the Branch SharePoint site and other records systems, including access control, document uploads, and library/site creation.
• Provide backup and administrative support to other branches and the Assistant Deputy Minister’s Office as needed.
  

Branch Coordination and Administration

• Develop, maintain, and recommend improvements to branch administrative processes in alignment with departmental policies.
• Provide guidance and advice to staff on administrative policies and procedures to ensure consistency with ministry-wide protocols.
• Manage onboarding and offboarding processes, including IT setup, security passes, workspace, and equipment.
• Act as Service Request Coordinator for the branch, managing procurement, hardware/software deployment, equipment inventory, and BERNIE requests.
• Serve as the 1GX Workplace Administrator, submitting and managing service requests for branch staff.
• Manage branch facilities in collaboration with Facilities Management, optimizing space and resources.

Role Responsibilities Cont.

Branch Coordination and Administration

• Maintain and regularly update manuals, staff directories, distribution lists, and the organizational chart in 1GX.
• Coordinate quarterly updates of the branch operational plan.
• Represent the branch at administrative and divisional meetings.
• Coordinate responses for FOIP and Alberta Connects requests.
• Monitor and reorder office supplies and manage related procurement processes.
• Work with the Contract Management System to support branch contract administration.

Budget Management and Forecasting

• Assist in the preparation, compilation, and monitoring of the ED’s budget to ensure accuracy and compliance.
• Support financial forecasting and identify potential discrepancies or issues.
• Develop tools and tracking systems for managing branch budgets.
• Liaise with the ED, Directors, and staff to clarify financial information and ensure timely, accurate financial and contract management.

Contract and Accounts Payable Management

• Coordinate due diligence for all contracts and manage the contract lifecycle, including drafting, renewals, amendments, and payment processing.
• Track and reconcile financial reporting against approved budgets.
• Ensure compliance with government procurement, financial, and records management policies.
• Review and process invoices and expense claims in accordance with policy, ensuring timely and accurate payments through 1GX.
• Support branch leadership in reviewing, submitting, and approving expenses as required.
• Monitor 1GX approvals and notify approvers, as necessary.

Accounts Payable

• Administer invoices and expenses in compliance with government financial policies and procedures.
• Review and code invoices and expense claims accurately for tracking and reporting.
• Submit and process payments in a timely manner through 1GX.
• Support branch leadership in reviewing and approving invoices and expenses.
• Notify approvers of outstanding 1GX approvals as required.

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.

• Develop Networks: Build and maintain strong, productive relationships with a wide range of stakeholders. Identify key partnerships, understand diverse perspectives, and use effective communication to influence and align interests.
• Agility: Take initiative in navigating change, improving work processes, and adapting to shifting priorities. Remain composed and positive under pressure, seeking input and working creatively within guidelines.
• Creative Problem Solving: Continuously look for ways to enhance outcomes and performance. Ask insightful questions, explore new approaches, and share learnings to drive improvement.
• Build Collaborative Environments: Create an inclusive atmosphere that values open communication and mutual respect. Leverage the diverse strengths of your team, resolve conflict constructively, and recognize the contributions of others.
• Systems Thinking: Analyze the interconnections between people, processes, and long-term objectives. Anticipate implications of different options and identify unintended consequences to ensure sustainable, goal-oriented outcomes.

Qualifications

Minimum Recruitment Standards
High school diploma and three years of related experience.

Equivalency: Directly related education or experience considered on the basis of: 
1 year of education for 1 year of experience; or 
1 year of experience for 1 year of education.

The following experinece is required: 

• Senior level administrative experience.
• Understanding of the Alberta health system, including current challenges faced by the health system and strategic and initiatives intended to renew and reform the health system.
• Knowledge of administrative procedures, human resource policy and government financial policies.
• Working knowledge of government policy development processes and procedures.
• Excellent working knowledge of M365 including Word, PowerPoint, Excel, Outlook, Visio, and SharePoint. 
• Working knowledge of ARTS, 1GX, and BERNIE.

The following experience is considered as assets:

• Experience supporting senior executives in a government or health-related environment.
• Familiarity with Location of Records Requests processes.
• Knowledge of procurement and contract management practices within the public sector. 
• Advanced skills in SharePoint administration and document management.
• Experience coordinating branch-wide projects or operational plans.

The following experience will be given preference:

• Previous experience in Alberta Public Service or a similar public sector organization.
• Demonstrated ability to manage budgets and financial forecasting using 1GX.
• Strong understanding of health system governance and reform initiatives.
• Proven ability to develop and improve administrative processes for efficiency.
• Experience handling confidential and sensitive information with discretion.

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

Hours of work are 8:15 AM to 4:30 PM, Monday to Friday. This is a full-time permanent position working 36.25 hours per week.

If a security screening is required:

• 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.

A cover letter outlining how your experience relates to the qualifications of this role is required.

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. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

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.