Executive Assistant to Executive Director

Role Responsibilities

The Executive Assistant provides high-level administrative support to the Executive Director of the Prevention of Family Violence and Abuse Branch, with additional responsibilities supporting Branch Directors. This role requires a proactive, detail-oriented individual with exceptional communication, coordination, and organizational skills to thrive in a fast-paced, dynamic, and politically sensitive environment.

The Executive Assistant is responsible for drafting, editing, and formatting correspondence, agendas, and briefing materials. They will review and prioritize incoming correspondence for the Executive Director, schedule and coordinate meetings, and manage travel arrangements for the Executive Director, Directors, and Branch staff.

Role Responsibilities:

Scheduling appointments, booking meeting facilities, and coordinating travel and expense processes

•    Preparing and paying invoices 
•    Ordering and maintaining supplies 
•    Facilitating the onboarding of new staff, including securing the necessary hardware and software required.
•    Processing and tracking staffing requests and other related materials. 
•    Preparing and organizing materials for meetings, including briefing documents and presentations
•    Reviewing and following up on incoming correspondence and action items
•    Supporting special projects and committee coordination
•    Designing technical materials such as PowerPoint slides and promotional content
•    Participating in meetings and preparing accurate, timely minutes
•    Maintaining office systems, databases, administrative procedures and information management
•    Providing leadership in office coordination and financial tracking
•    Acting as the designated workplace administrator
•    Accommodation planning and implementation, as required 

The ideal candidate will have proven experience in an executive or senior administrative support role, with exceptional written and verbal communication skills. Strong organizational and time management abilities are essential, along with proficiency in Microsoft Office Suite and other relevant software. The ability to handle sensitive and confidential information with discretion is critical. Experience working in a government or public service environment is an asset, and knowledge of culturally safe practices and trauma-informed approaches is desirable.

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.

The successful candidate will demonstrate the following competencies:

-    Build Collaborative Environments: Actively shares, accepts and listens to others.
-    Agility: Remains optimistic, calm and composed in stressful situations.
-    Systems Thinking: Sees impact of work on organization; anticipates change in own area based on activities in other areas.
-    Creative Problem Solving: Explores different work methods and what made projects successful; shares learning.
-    Develop Self and Others: Reflects on performance to identify areas of improvement

Qualifications

Minimum Recruitment Standard:

Requirements:
High School Diploma and 3 years related experience; or equivalent as described below.

 
Equivalencies: 
Directly related experience or education considered on the basis of one year of education or one year of education for one year of experience.

The following will be considered assets:

-    Direct experience working with specialized applications such as SharePoint, Action Request Tracking System (ARTS), ACS WorkLinks, Contract Management and Administration System (CMAS), EPS, BERNIE and 1GX.
-    Strong technical skills in Microsoft Office suite.
-    Record management.
-    Meeting and administration coordination experience.
-    Knowledge and understanding, GoA and Ministry specific policies, guidelines, directives and acts/regulations.
-    Previous experience working in an executive office.
-    Post-secondary education in Business Administration or equivalent (Administration Services, etc.)


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

Hours of work are Monday to Friday – 36.25 hours per week.

Application Requirements:

As part of the application process, you are required to:
•    Complete all pre-screen questions.
•    A cover letter outlining why you are applying to this role and how your experience relates to the qualifications is required.
•    Complete any applicable pre-employment documentation requirements.

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.
•    Management Employees Pension Plan (MEPP) - https://www.mepp.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