Executive Assistant

Role Responsibilities

The Executive Assistants a key member of the Deputy Minister’s Office (DMO) and serves as a liaison with the Minister’s office, external stakeholders, internal executive offices, division branches and other government Ministries.

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

The main responsibilities of this position include:

•    Providing coordination for the day-to-day operation of the Deputy Minister’s Office (DMO), including managing information routed through the office 
•    Lead 1GX WPA for the department. 
•    Effectively managing Deputy Minister’s calendar, meeting requests, e-mails and preparing travel arrangements.
•    Reviews and processes DMO invoices, ensuring appropriate budget and accounting codes are applied and assists in monitoring expenditures and budgets in compliance with applicable legislation, regulations, policies and directives
•    Develop, implements, coordinates, and evaluates processes, guidelines and standards to ensure effective and efficient communication and information flow through the department
•    Building and maintaining strong supportive relationships with internal GoA stakeholders and external contacts. 
•    Leads and supports initiatives and projects that address business needs or align divisional and departmental priorities, while identifying administrative issues that may impact office operations and recommending effective solutions
•    Coordinating a wide range of department or division meetings and events. Identify and secure logistical needs, prepare necessary correspondence, agendas, minutes etc.

.

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

•    Excellent time management, organizational, coordination skills while maintaining a high degree of professionalism and confidentiality. 
•    Excellent verbal and written communication skills, including the ability to communicate effectively with offices of government executives and key stakeholders.
•    Professionalism, relationship building and diplomacy in a fast-paced and demanding environment.
•    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, 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:

•    Strong experience managing, scheduling, and coordinating day-to-day operations including calendar, meeting, and email management.
•    Strong computer skills, good knowledge of appropriate software and ability to organize data logically (Microsoft Word, Excel and Power Point, Visio, Adobe Acrobat, Outlook)
•    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.
•    Strong experience with a variety of Government programs including 1GX, BERNIE and Action Request Tracking System (ARTS).

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
•    Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreements
•    Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca