Executive Administrator

Role Responsibilities

The Executive Administrator reports to and provides administrative support to the Executive Director and Branch. Duties include maintaining meeting schedules, files, correspondence, travel arrangements, expense claims, and e-mails in order to assist the Executive Director in performing their duties professionally and in a timely manner. The incumbent has extensive knowledge of the various areas of Branch business and is exposed to confidential information. Responsible for the flow of information and correspondence between the Executive Director and Assistant Deputy Minister (ADM) and between Executive Director and Branch Directors.

The primary responsibilities for the Executive Administrator to the Executive Director include, but are not limited to:
•    Coordinating the response to a variety of internal and external requests
•    Managing Branch action requests via ARTs
•    Coordinating the financial administration for the branch including budget and expenditure monitoring and forecasting
•    Reviewing operational processes and briefing the Executive Director on administrative issues that may impact the Branch and/or Division
•    Building strong relationships with the Assistant Deputy Minister’s Office and other administrative staff
•    Building and maintaining strong supportive relationships with internal GOA stakeholders and external contacts
•    Managing the Executive Director’s calendar, screening meeting requests, and prioritizing meetings and taking minutes
•    Managing a Procurement card for the branch
•    Supporting the Executive Director with general administrative functions such as BERNIE requests, 1GX, staffing request coordination, and other transactional responsibilities
•    General administrative duties for the branch, including supporting Managers and Analysts and other branches as required

The successful candidate will have:
•    Superior organizational abilities
•    Strong attention to detail
•    High degree of work ethic with experience in providing support to senior management
•    Exceptional communication and interpersonal skills
•    Extensive judgement required to complete or deal with complex problems

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.

•    Creative Problem Solving: Is open to new ideas and breaks problems down to identify solutions
•    Agility: Works in a changing environment and takes initiative to change

Qualifications

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.

Required:

•    High school diploma PLUS three years related experience

Equivalency: Related experience or education (e.g. related diploma) may be considered as an equivalency on a one for one basis.

Assets:

•    Strong computer skills with experience using Microsoft suite, SharePoint, Adobe and SAP (1GX). Comfortable using virtual meeting technology (MS Teams, Webex, etc)
•    Sound knowledge of the governmental administrative protocols, policies and procedures
•    Ability to manage numerous administrative tasks, determine relative importance of each, set deadlines and complete projects accordingly
•    Ability to make administrative and procedural decisions and judgements on sensitive, confidential issues with minimal supervision
•    Knowledge of basic budget procedures
•    Knowledge of government records management procedures, Financial Services and Information Technology.

Notes

This position is a Permanent, full-time role with the standard weekly work hours of 36.25, Monday to Friday (8:15 am – 4:30 pm).

Location: Edmonton Alberta

A writing assignment would be administered as part of the interview process.

Pre-Employment Checks will be completed to assess the candidate’s suitability for a role. These checks may include (but are not limited to): references, criminal record check, academic verification, etc.

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.