Assistant to Executive Director

Role Responsibilities

Reporting to the Executive Directors of Project Management and System Governance and System Value and Innovation, the Administrative Assistant is responsible for assisting the Executive Directors in the effective and efficient operation of the branches.

This position is responsible for all office administration policies and procedures, overseeing action requests, preparation of briefing materials, coordination and tracking of activities related to the business of the branches, administration and coordination of financial activities including quarterly forecasts; monthly time sheets and special projects as required by the Executive Directors. The ability to action and produce high quality services under tight timelines is essential.

As an Assistant to the Executive Directors your responsibilities includes:
•    Manage all aspects of scheduling for the Executive Directors (ED) including scheduling and prioritizing meetings, tracking deadlines, ensuring meeting materials are ready and available, preparing meeting agendas, recording and distributing meeting minutes.
•    Coordinate efforts with external stakeholders' administrators in administrative and logistics support of meetings.
•    Coordinate responses to Action Requests and Ministerial Briefings including distribution, follow-up, review and editing for grammar and style.
•    Review and handle all incoming correspondence such as meeting notices, general information requests, urgent matters and Coordinate travel and accommodation arrangements for the EDs as required.
•    Track deadlines for projects and assignment (e.g. business plan responses, targets and measures information) and ensure submissions meet target timelines and coordinate workflow.
•    Manage branch records to ensure appropriate coding, storage and retrieval, maintaining all the EDs' office files according to iRIM policies and procedures.
•    Provide direction and advice to other staff relating to administrative policies and procedures to ensure processes are aligned with ministry and government-wide protocols.
•    Track financial expenditures and assist with forecasting as directed by the EDs.
•    Administer branch budget including conducting basic analysis of expenditures, roll-up and reporting of figures, monitoring of expenditures and forecasting.
•    Gather information from branch Team Leads to ensure their needs are incorporated (e.g. travel projections, contract requirements and potential projects).
•    Prepare monthly budget forecasts for the branch in compliance with guidelines and time frames and track transfers and expenditures for contracts to use as a reference when compiling forecasts.
•    Design and implement reporting systems for branch activities for the EDs' use.
•    Recommend and implement corrective action as directed.

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.

•    Agility: Sees the need and readily steps in to help others on the team; anticipates change and adapts behaviour accordingly; open to changes; takes advantage of opportunities to improve program development and implementation processes.
•    Build Collaborative Environments: Creates opportunities for project teams and stakeholder to share information; respects others' point-of-view; encourages or facilitates conflict resolution; recognizes performance of all groups involved.
•    Creative Problem Solving: Helps manage projects with multiple stakeholders simultaneously and can use planning skills, analytical and creative thinking to arrive at innovative solutions.
•    Develop Networks: Builds relationships by following through on commitments, demonstrating integrity and respect for others; informs key stakeholders of relevant information in a timely manner; seeks and applies the perspectives and needs of colleagues and stakeholders.
•    Drive for Results: Sets and accomplishes goals and priorities; factors in complexity of issues and aligns plans based on government direction; removes barriers to collaboration; provides informed advice.
•    Develop self and others: Manages a team and provides effective guidance, support, and professional development. Must provide timely and constructive feedback to ensure strong performance and leverage strengths when assigning roles.
•    Systems Thinking: Anticipate outcomes and potential impacts across interrelated areas and will factor this into planning.

Qualifications

Minimum Recruitment Standards (MRS)

Requirements:
•    High school diploma and three years of related experience; or equivalent as described below.

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.

The following knowledge or experiences are considered as assets:
•    Knowledge/experience of Microsoft Office Suite including Word, PowerPoint, Excel, Outlook, Visio, and SharePoint.
•    Knowledge of administrative procedures, human resource policy and government financial policies.
•    Understanding of the Alberta Health system. Ability to prioritize heavy workload and cope with changing priorities and deadlines.
•    Knowledge of ARTS, lGX, Service Now and BERNIE.
•    Experience preparing and providing written reports, researching, analysis, briefing notes, letters, and presentations.
•    Effective communications skills (written and oral) to collaborate effectively with colleagues and with internal as well as external stakeholders.
•    Organization and prioritization skills to balance multiple ongoing projects at one time and ability to meet tight timelines

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 
7.25 hours daily/ 36.25 hours weekly, Monday to Friday

Location
ATB Place North, 10025 Jasper Avenue, Edmonton, AB.

•    Final candidates may 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 recommended to assess your writing skills.

In your resume, please include dates (including months and years) associated with all education and work experience. For example, January 2006 – June 2009 (part-time). This example is provided for illustrative purposes only. Applicants are encouraged to present their information clearly and thoroughly, using a format that best conveys their experience.

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.
•    Management Employees Pension Plan (MEPP) - https://www.mepp.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.