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 to assist the Executive Director in performing his 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.

Key Responsibilities include:

• Provide comprehensive executive administrative support, including calendar management, meeting coordination, travel arrangements, and handling correspondence (email, mail, and phone).
• Prepare, review, and proofread documents such as correspondence, briefing materials, agendas, minutes, and forms, ensuring accuracy, professionalism, and adherence to style guidelines.
• Manage information flow and stakeholder communication, maintaining strong relationships with internal teams, ministry offices (ADM/DM), and external partners.
• Oversee administrative operations for the branch, including workload coordination, process guidance, and providing cover-off or support to administrative staff as needed.
• Coordinate Action Requests (ARs) by reviewing submissions for accuracy, ensuring Executive Director sign-off, and liaising with ARTS Coordinator and ADM office on procedural updates.
• Support HR processes, including onboarding, training administrative staff, preparing job postings, coordinating interviews, and tracking staffing requests.
• Administer financial and procurement tasks, including expense claims, payment vouchers, procurement card reconciliation, and supporting fiscal year-end requirements.
• Maintain organized filing and records management systems, ensuring compliance with established procedures and retention standards.
• Provide branch-wide support, including planning sessions, internal events, communication flow, and assisting with stakeholder inquiries.
• Troubleshoot and coordinate IT support, ensuring smooth technical operations for the Executive Director and administrative functions.

The Job Description is provided for Further details on this position. 

Qualifications

Required:  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.

For Example:

Related 1 year certificate PLUS a minimum 2 years of experience
Related 2-year diploma PLUS a minimum 1 years of experience
Related minimum 3 years of experience 

The successful candidate MUST also have:

• Strong analytical, problem‑solving, and interpersonal skills.
• Ability to prioritize and manage a high‑volume, shifting workload.
• Proficiency with Microsoft Office (Word, Excel, Access, PowerPoint).
• Ability to work independently, be resourceful, and seek information proactively.
• Adaptability, flexibility, and a calm, professional approach in a busy environment.
• Strong organizational skills for managing complex, non‑routine tasks.
• Ability to accurately respond to and direct inquiries from boards and government staff.
• Good working knowledge of division‑level business operations.

Assets:

• Experience with GOA systems such as ARTS, Exclaim, MyAgent, IMAGIS, and EPS.
• Demonstrated ability to support team workloads and provide cooperative assistance.
• Experience navigating government processes, procedures, and communication channels.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Notes

Term of Employment: Permanent Full-time position 

Hours of Work: 36.25 hours per week

Location: Edmonton

Cover Letter: Please provide a cover letter outlining your skills, knowledge and experience as they relate to the role

Written Assessments: Candidates may be required to complete a written assessment to further evaluate their skills, knowledge, and experience related to the role.

 
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 we have to offer:

• Working for the Alberta Public Service.
• Public Service Pension Plan (PSPP).
• Alberta Public Service Benefit Information.
• Professional learning and development.
• Research Alberta Public Service Careers tool.
• Positive workplace culture and work-life balance.

Leadership and mentorship programs.