Executive Assistant

Role Responsibilities

We are a dynamic and forward-thinking organization committed to excellence in public service. Our Edmonton office is seeking an experienced Executive Assistant to provide comprehensive administrative support to our Executive Director. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

The job responsibilities include:
Correspondence Management:

• Review and prioritize incoming correspondence, assigning and following up as necessary, both internally and externally.
• Ensure quality control by reviewing branch correspondence, reports, briefings, letters, and memos, delegating tasks as required.
• Monitor the ED's email, advising on or delegating urgent matters appropriately.
• Maintain an organized filing system for the ED's documents.

Calendar and Meetings:

• Manage the ED's calendar, scheduling internal and external meetings, and arranging travel and hosting requirements.
• Prepare and distribute agendas and background materials for meetings.
• Coordinate branch meetings and one-on-one sessions between the ED and Directors.

Office Administration:

• Participate in EA/Admin meetings to discuss processes specific to Alberta Health and the branch.
• Ensure branch staff is informed about updates that impact their work.
• Verify and coordinate charges related to training requests for the branch.
   

Coordination of Branch Administrative Staff:

• Lead and coordinate administrative staff by organizing regular meetings to update on policy and procedural changes.
• Coordinate coverage for administrative staff during vacations and leaves.
• Assign Action Requests to administrative staff as appropriate.
• Serve as a resource and backup for other administrative staff members.

Coordination of Branch Activities:

• Act as the primary contact for the branch, liaising with Pay and Benefits and Human Resources, including preparation of performance appraisals and staff documentation.
• Collaborate with the ED and Directors to forecast and manage the branch budget.
• Submit and approve service requests for the branch.
• Oversee the processing of Action Requests and Ministerial Briefings.

Communication:

• Ensure effective communication of policy and procedure changes to branch staff.
• Update branch organizational charts and floor plans monthly.
• Maintain continuity of branch administration during the ED's absence.

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

Creative Problem Solving

• Break down complex problems into smaller, manageable parts.
• Challenge the norm and contribute fresh perspectives.
• Openly consider and value others' viewpoints.
• Provide actionable ideas for process improvement and adapt existing practices to address evolving challenges.

Drive for Results

• Set clear goals and effectively prioritize work to meet objectives.
• Identify opportunities for improvement and take action to make corrections.
• Seek guidance when handling multiple priorities or information gaps.
• Operate with integrity, aligning your actions with APS values.

Agility: 

• Maintain a calm and composed approach to change, using common sense and past experiences to solve ambiguous problems. 
• You will manage your emotions to prevent them from affecting the team and remain open to new ideas and supporting coworkers through change.

Develop Networks

• Foster strong relationships within the team and across departments.
• Understand and respect the perspectives and needs of others.
• Act with integrity, following through on commitments and maintaining professionalism.
• Keep key stakeholders well-informed and build collaborative, respectful connections.

Build Collaborative Environments

• Create a culture of sharing and open communication.
• Actively listen, share ideas, and respect differing opinions.
• Address conflicts constructively and maintain a positive work atmosphere.
• Support colleagues in learning from both successes and mistakes.

Qualifications

Minimum Recruitment Standards
High school diploma and three years of related experience.

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

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

The following experience is required: 

• Five years of secretarial/administrative experience at a senior level.
• Microsoft Office Suite and Outlook and basic knowledge of VISIO.
• Excellent communication skills, organizational skills, and the ability to multi-task.
• Independent problem-solving skills.
• An understanding of the goals and objectives of the organization.
• Knowledge of departmental regulations.
• Senior level knowledge of governmental financial policies and procedures.
• Strong administrative, communication, leadership, and research skills (written, oral and electronic).
• Advanced supervisory skills.
• Ability to excel in a fast-paced team-based environment.
• Ability to prioritize heavy workload and cope with changing priorities and deadlines.
• Excellent interpersonal, organization skills; must be self-directed with demonstrated ability to schedule meetings, distribute materials and manage hosting responsibilities.

The following experience will be given preference:

• Working knowledge of office administrative and governmental systems i.e. ARTS, 1GX, Teams, SharePoint 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

This is a full-time position working 36.25 hours per week. 

If a security screening is required:

• Final candidates will be required to undergo a security screening.
• 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.

A cover letter outlining how your experience relates to the qualifications of this role is required.

In your resume, please include dates (including months and years) associated with all education and work experience. Also, 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. 

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
• 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
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement
• Leadership and mentorship programs