Executive Assistant to the CI Commissioner

Role Responsibilities

The Compassionate Intervention Commission is an arms-length, quasi-judicial public body established by the Compassionate Intervention Act to review applications and conduct hearings respecting applications for individuals to receive mandated substance use and addiction treatment. The Commissioner serves as the Chair of the Commission and is responsible for managing and leading the operations of the Commission.

As the Executive Assistant reporting directly to the Commissioner, you will play a key role in supporting the day-to-day operations of the Commissioner’s Office. You will review, monitor and record the Commissioner’s mail and emails; maintain the calendar; schedule appointments; and make travel arrangements. You will prepare and edit executive correspondence, act as the primary contact with Ministers, Deputy Ministers, Assistant Deputy Ministers and other executive offices, and use action tracking systems.

Your main responsibilities will include:

• Coordinate the Commissioner’s schedule, screen meeting requests and prepare meeting packages with background materials and agendas using the suited of MS products.
• Arrange travel for the Commissioner, process expense claims and reconcile P-Card expenses.
• Establish and maintain records and files according to professional standards from creation to disposition.
• Handle inquiries from officials, agencies, the public and lead special projects such as staff recognition events.
• Compose memos and letters for the Commissioner and proofread correspondence for accuracy, grammar, and format.
• Review incoming correspondence, assign to appropriate units and track outstanding matters using ARTS.
• Provide guidance to staff on correspondence requiring the Commissioner’s signature.
• Organize and prioritize incoming and outgoing correspondence to identify priority items.
• Respond to ARTS-related questions and provide training to Commission staff as needed.

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To be successful in an Executive Support role, you will be required to demonstrate:

• A high-level of independent action and thought.
• Excellent verbal and written communication skills, including the ability to communicate effectively with offices of government executives and key stakeholders.
• Public relations skills – professionalism, relationship building and diplomacy.
• The ability to multitask and organize conflicting priorities with competing deadlines.
• Political acumen; you have a solid understanding on how to navigate complex situations in large-scale organizations including skills in conflict resolution and collaborative negotiation.
• Manage complex information flows, assignments and projects in tight coinciding timelines.
• 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.

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 – 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:

• Previous experience with commissions, tribunals, courts or a public agency.
• Experience working in mental health or related field, with an understanding of its complexity.
• Strong organizational and time-management skills to handle multiple priorities effectively.
• Excellent written and verbal communication skills with attention to detail.
• Ability to maintain confidentiality and exercise discretion in all interactions.
• Proficiency in Microsoft Office Suite and experience with ARTS or similar tracking systems.
• Experience with 1GX and with the interpretation and application of travel and expense policies.
• Strong interpersonal skills to build relationships with senior officials and stakeholders.
• Ability to work independently and adapt in a fast-paced, dynamic environment.

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).

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
• 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