Assistant to the Executive Director

Role Responsibilities

Are you a detail-oriented person who thrives in a fast-paced environment? Do you enjoy new challenges?  if so? You will welcome the opportunity to be an  Assistant to the Executive Director.

Your primary role will be to assist in the coordination and management of the internal administrative activities of the  Business Services Branch and to assist in providing senior administrative assistance to the Executive Director and the other senior managers in the Branch.  You will also, coordinate the information flow to ensure issues are addressed and problems are dealt with in a timely fashion.

Business Services Branch consists of Business Transformation, Procurement Services and Facilities & Fleet Services.  Business Services supports divisions within the ministry in the delivery of services to Albertans.

A typical day for the successful candidate could involve procuring goods and services, coordinating the weekly Contract Review Committee meeting, dealing with parking and telecom issues, attending site meetings, developing reports for the facilities and fleet teams, etc.

Other duties include but not limited to:-
 

• Coordinates Branch responses to Action and Request  Tracking Systems (ARTS) and briefing notes for the Deputy Minister and Minister to ensure accurate and timely responses .
• Tracks and monitors status of responses and briefing using the Action Request Tracking  Systems ( ARTS).
• Schedule meetings, prepare and assemble all relevant materials (agendas and subject matter documents) for meetings chaired by the Executive Director. Ensure all materials are distributed to participants. 
• Attend meetings at the request of the Executive Director to take minutes. Finalize the minutes in the appropriate format, noting all action items, and distribute the minutes to applicable recipients in a timely manner
• Coordinates and compiles briefing binders for the Executive Team and Minister, compiles and distributes up to date versions of documents for resource binders, including maintenance of distribution lists. 
• Prepares documents using word processing and presentation software, formats, edits and finalizes correspondence and supporting documents, suggesting wording, content and format changes to draft correspondence as necessary; establishes formats for standard documents to maintain consistency within the Branch.

To be successful in the role you should demonstrate:

• An understanding of client needs/interests and the importance of establishing relationships with clients and stakeholders 
• The ability to work with minimal supervision and a high degree of personal accountability, professionalism and the ability to handle highly sensitive and confidential information
• Sound judgment and initiative, a keen eye for detail
• Must possess a foundational understanding of functions/duties performed by the Business Transformation, Procurement Services, and Facilities, and Fleet & Emergency Management Services sections within the Branch.

This is not your traditional Executive Assistant position; you will be given the opportunity to work in the various operational areas within the Branch to gain foundational knowledge of what each section does.  This will position you for future opportunities within the Branch, or across the Government of Alberta.

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: You are able to see both the big picture and the details. You are able to evaluate broad reaching impacts and use the knowledge to inform and process.

Build Collaborative Environments: Ability to work within a team environment, and to support staff and management within the Branch.

Creative Problem Solving: Continually seeks process improvements within the Branch.

Develop Self and Others: Seeks out learning and knowledge-sharing opportunities, reflects on performance.

Qualifications

High School Diploma and three years progressively, responsible, and related experience. 

Equivalencies:

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 software tools and automated systems and applications (Microsoft Office: Word, Outlook, Excel, Access, Powerpoint, Vision; ARTS, 1GX)
• Experience in Business Transformation, Procurement Services, and Facilities & Fleet Management Services
• Excellent verbal and written communication skills
• Analytical and problem solving skills, including ability to recommend viable and effective administrative solutions and compile, summarize and coordinate information.
• Ability to work independently, self motivated with a willingness to learn

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

• Office located in Edmonton, Bowker Building 9833- 109 Street
• Hours of Work: 36.25 hours per week (permanent full time)
• Monday to Friday (8:15 am to 4:30 pm)
   

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.
•    Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement.
•    Leadership and mentorship programs.