Executive Assistant to DM

Role Responsibilities

The Executive Assistant, Deputy Minister Office is a key member of the Executive Support team in the department of Energy and Minerals. 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 Deputy Minister’s calendar and ensuring meeting material is managed and available to the Deputy Minister (DM). 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 the DM’s email to ensure that actions are responded to in a timely manner, and any urgent items are brought to the attention of the DM and/or Executive Director, Executive Operations. This position is also responsible for responding directly to day-to-day administrative inquiries, records and file management, and for managing 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; manage scheduling issues; and redirect requests where appropriate.
• Prepare meeting packages for the DM and ensure that internal and external participants receive material in a timely manner. Action briefing notes, speaking notes, and presentations in advance of meetings, as needed.
• Manage an effective ‘Bring Forward’ system to ensure completeness of meeting packages.
• Proof-read prepared correspondence for accuracy, grammar, and proper format in advance of DM review.
• Bring unique and/or contentious items to the attention of the Executive Director, Executive Operations.                                   
• Screen telephone calls, resolve issues at point of contact and/or direct to appropriate division or external stakeholder, as required.
• Manage a filing system for the DMO according to professional standards from creation through to archives or destruction of files.
• Prepare DM expenses ensuring governing financial policies and procedures are adhered to and submitted appropriately.
• Review and verify accuracy of executive management expenses and DM hosting invoices prior to submitting for payment, as required.
• Code and reconcile Deputy Minister Office invoices for accounts payable, as required.  
  
  

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

• Excellent time management, organizational, and coordination skills as well as 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.

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: 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

Required:

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 with scheduling, email management, and coordinating day-to-day operations at an executive level (Deputy Minister Office and/or Assistant Deputy Minister Office experience preferred).
• 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.

Links and information on what the GoA has 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 
  • 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