Executive Assistant - Assistant Deputy Minister's Office

Role Responsibilities

The Ministry of Transportation and Economic Corridors is seeking a professional and highly organized Executive Assistant to provide executive-level support to the Assistant Deputy Minister, Traffic Safety[KZ1.1] Services, and help ensure the effective coordination of priorities, information and office operations.

As the successful candidate, your main responsibilities will include:

• Serve as the primary point of contact for internal and external stakeholders, fostering strong relationships and ensuring timely, accurate communication on behalf of the ADM and division.
• Manage the ADM's complex calendar, scheduling, meetings, briefing materials and travel arrangements to support effective time management and executive decision-making.
• Coordinate, review, and track executive correspondence, Action Requests (ARTS), information requests and key deliverables to ensure quality, accuracy and adherence to deadlines.
• Support workforce planning and human resource administration, including staffing, recruitment, onboarding, organizational reporting, employee data management and 1GX Workplace Administrator functions.
• Manage financial and operational administrative activities, including expense claims, invoices, financial reporting, approvals, and compliance with corporate policies, procedures and controls.
• Coordinate divisional administration and business operations, including multi-branch initiatives, facilities and technology support, records management and advanced administrative services.
• Provide strategic and executive support through issue management, problem solving, process improvement, staff guidance and the coordination of special projects and initiatives on behalf of the ADM.

The Job Description is provided for Further details on 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.

Agility – You can adapt quickly to changing landscape and priorities, foster agility in others, and create processes and opportunities that encourage proactive and flexible practices.

Drive for Results – You are able to hold true to principles and confront problems directly, taking steps to rectify problem situations.

Develop Self and Others – You have a commitment to lifelong learning and the desire to invest in the development of the long-term capability of yourself and others.

Build Collaborative Environments – You can promote sharing of expertise among wide-ranging teams to achieve ministry outcomes.

Develop Networks – You have the ability to proactively build networks, connect with, and build trust in relationships with stakeholders and colleagues.

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

Creative Problem Solving – You have the ability to assess options and implications in new ways to achieve outcomes and solutions.

Qualifications

High School Diploma and four years progressively responsible related experience; or equivalent as described below.

Equivalency - Directly related education or experience considered on the basis of:

• 1 years of education for 1 year of experience; or
• 1 year of experience for 1 year education

Requirements:

• Previous experience providing support to C-suite executives in a large/complex organization.

Assets:

• Experience managing complex executive calendars, coordinating meetings, travel arrangements and briefing materials to support leadership priorities and decision-making.
• Experience serving as a primary liaison for internal and external stakeholders, ensuring timely communication, issue resolution and relationship management.
• Experience preparing, reviewing, and tracking correspondence, action requests, briefing materials and executive approvals while maintaining accuracy and meeting deadlines.
• Understanding of human resource administration practices, including staffing, recruitment, onboarding, workforce reporting and employee transactions within 1GX.
• Experience managing financial and administrative processes, including expense claims, invoices, reporting, approvals and compliance with corporate policies and controls.
• Experience coordinating divisional operations, multi-branch initiatives, records management, facilities support and administrative business processes.

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

Notes

A cover letter is required. In your cover letter, please provide information that clearly demonstrates how your qualifications meet the advertised requirements for this position.

Selected candidates will be required to complete a written assessment.  

Final candidates will be required to undergo a criminal records check (CRC).

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