Executive Assistant, Case Management and Resolution

Role Responsibilities

Reporting to the Executive Director, Corporate Services or Case Management and Resolution, the Executive Assistant provides senior-level administrative support and continues to deliver business administration services to the implementation team until its dissolution.

Key Responsibilities

• Manage the Executive Director’s calendar and scheduling priorities.
• Coordinate and facilitate required authorizations and approvals on behalf of the Executive Director.
• Prepare, coordinate, and review briefing materials to ensure accuracy and completeness.
• Provide timely and effective responses to action requests, inquiries, and correspondence assigned to the branch.
• Support budget preparation, monitoring, and reporting activities.
• Maintain and support records management practices in alignment with organizational standards.
• Oversee contract administration processes.
• Coordinate and support space planning initiatives.
• Serve as the branch Workplace Administrator (WPA), providing human resources–related administrative support.
  
  

In this role, the Executive Assistant manages the flow of information between the Executive Director and internal and external partners, including other Executive Directors, the CEO, key stakeholders, and senior government officials. The position requires strong consultation and relationship management skills to effectively engage with agency, departmental, and stakeholder representatives, while balancing diverse and, at times, competing priorities across multiple projects and programs with broader organizational needs.

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 - Anticipates and adjusts behavior to change. Remains optimistic, calm, and composed in stressful situations. Seeks advice and support to change appropriately. Works creatively within guidelines competencies.  
• Building Collaborative Environments - Communicates clearly and effectively with all team members and branches/divisions as required to achieve a common goal. Able to recognize conflict and opportunities and communicate in a respectful manner.
• Creative Problem Solving - Understands priorities to determine the best approach to deal with stakeholders, and staff. Knows when to provide the ED with necessary information and make recommendations to improve efficiency and processes.
• Drive for results - Focuses on what is important and timelines while successfully managing multiple priorities by implementing follow-up mechanisms to ensure timely delivery and quality.

Qualifications

Minimum Requirements:
High School Diploma and three years of related experience; or equivalent as described below.

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.
  
  

Requirements:

• Thorough understanding and experience with Microsoft Office applications such as Word, Excel, Outlook, Adobe Acrobat and SharePoint.
• Experience with Government financial policies and budget processes.
• Experience with records management policies and procedures including the classification and disposition of documents, and file room operations.
  
  

Assets:

• Previous private sector experience at  a similar level.
• Advanced skills in ARTS and 1GX.
• Analytic research experience.
• Working knowledge of the legislation and regulations pertinent to the position (e.g. POPA, Police Act).

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 is located in Edmonton, Alberta 
• Hours of Work: 36.25 hours per week (full time – in person)
• Monday to Friday (8:15 am to 4:30 pm)
  
  

Other Application Information:

• Please include a cover letter outlining how your education and skills align with the role.
• Final candidates may be required to undergo a written test demonstrating writing skills and abilities pre or post interviews.
• This position will require final candidates to undergo a fingerprint-based security clearance and vulnerable section check.
• 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.