Executive Assistant to DM

Role Responsibilities

The Executive Administrative Support is a key member of the department of Energy and Minerals Executive Support team. This position provides comprehensive administrative support and leadership directly to the Deputy Minister Office (DMO) and indirectly throughout the department. Primary responsibilities include managing the calendar, scheduling appointments and ensuring meeting material is provided. As required, other duties include assigning and tracking Action Requests (ARs) to obtain current briefing materials for meetings, making travel arrangements, reviewing executive management expenses for accuracy prior to approval, routinely scanning DM's email to ensure that actions are responded to in a timely manner and any urgent items are brought to the attention to the DM and/or Executive Director, Executive Operations. Responds directly to day-to-day administrative inquiries, records and file management, research information and compose correspondence for the DM signature.

This position deals with challenging, high-profile issues of a sensitive and confidential nature and requires a thorough knowledge and understanding of departmental operations, policies, and practices.

The main responsibilities of this position include:

• Coordinate all activities related to the DM's schedule; screen and prioritize meetings to ensure the best value for time and apprise DM of any potential issues.
• Redirect requests for meetings where appropriate.
• Prepare meeting packages for DM and ensure internal and external participants receive material in a timely manner. Ensuring speaking notes and presentations are prepared when required.
• Assign Action Requests to obtain current briefing material for meetings, as required.
• Manage an effective ‘Bring Forward’ system to ensure completeness of meeting packages.
• Compose correspondence (where precedents exist) and proof-read prepared correspondence for accuracy, grammar and proper format.
• Bring unique and/or contentious items to the attention of the DM and/or Executive Director, Executive Operations.
• Screen telephone calls, resolve issues at point of contact and/or direct to appropriate division or external stakeholder, as required.
• Liaise with Ministerial Correspondence Unit (MCU) to manage actions and templates for ministry correspondence.
• Troubleshoot issues within ARTS and determines when a problem is escalated to Tier 2 for resolution.
• Manage adding and removing staff from system.
• Establish working files for the DM.
• Maintain DMs filing system according to professional standards for creation through to archives or destruction of files.
• Assist with the coordination and storage of files with Central Records through prescribed guidelines.
• Prepare DM expenses ensuring governing financial policies and procedures are adhered to and submits into 1GX.
• Identify expenses that can be claimed through sponsors or conference.
• Review and verify accuracy of executive management expenses prior to DM approval.
• Review DM hosting invoices for accuracy prior to submitting for payment, as required.
• Code and reconcile Deputy Minister Office and Communications invoices for accounts payable, as required.

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To be successful in the role, you will be required to demonstrate:

• Excellent time management, organizational, and coordination skills while maintaining a high degree of professionalism and confidentiality.
• Leadership qualities and be able to effectively delegate through others to achieve a desired outcome.
• Strong relationship building competencies to ensure cohesion among executive support staff throughout the department, including, but not limited to establishing streamlined processes, identifying effective methods of communication, and provide coaching and mentoring as appropriate.
• Excellent verbal and written communication skills, including the ability to communicate effectively with offices of government executives and key stakeholders.
• Public relations skills of professionalism, relationship building, and diplomacy.
• The ability to multitask and organize conflicting priorities with competing deadlines.
• Excellent coordination, planning and prioritization skills to ensure critical operational tasks are completed efficiently and accurately.
• Troubleshooting skills that will enable you to solve issues as they arise.

For a copy of the full job description for this position, please visit this link.

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 – Must be able to anticipate, assess, and readily adapt to changing priorities, maintain resilience, and work effectively in changing environments.

Drive for Results – Sets goals and prioritizes work to accomplish them- Follows through on duties and tasks and reports on progress.

Develop Self and Others – Desire to invest in the development of the long-term capability of self and others.

Build Collaborative Environments – Leads and contributes to the conditions and environments that allow people to work collaboratively and productively to achieve outcomes.
Develop Networks – Proactively builds networks, connects and build trust in relationships with different stakeholders.

Systems Thinking – Understands how work contributes to the achievement of departmental goals. Anticipates changes in own area based on activities in other area.

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

Qualifications

Two-year related diploma and three years progressively responsible related experience; or equivalent as described below.

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

Assets:

• Demonstrated experience managing, scheduling, and coordinating day-to-day operations at an executive level. Tasks include managing calendar, meetings and email management as required.
• Advanced computer skills in navigating Microsoft applications such as Microsoft Word, Excel and Power Point, Visio, Outlook.
• Possess leadership qualities and be able to effectively delegate through others to achieve a desired outcome.
• Experience with writing, editing and routing action requests and correspondence.
• Experience in issues management and ability to solve operational and procedural problems.
• Experience with project and program management.
• Experience with budgeting, forecasting, purchasing and reconciling expenses.
• Experience with information management/tracking systems and programs, such as 1GX, BERNIE, Action Request Tracking System (ARTS) and SharePoint.
• Experience collaborating with other executive administrative professionals.

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

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.

In your resume, please include dates (including months and years) associated with all education and work experience. As well, please indicate whether your work experience is casual, part-time or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

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

What we offer:

• 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
• Leadership and mentorship programs
• Professional learning and development – https://www.alberta.ca/alberta-public-service-human-resource-directives
• Positive workplace culture and work-life balance
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca