Executive Assistant

Role Responsibilities

The Executive Assistant supports and leads Divisional-planning activities and facilitates the smooth running of the Assistant Deputy Minister’s (ADM) Office working under the supervision of the Assistant Deputy Minister and working closely with the Strategic Issues Manager and Issues Advisor. As the first point of contact to the ADM’s office, you will represent the office when communicating with staff from other executive offices as well as internal and external stakeholders. You are responsible for coordinating and assisting with information workflow and providing secretarial support. You will work with a great deal of independence within current legislative requirement, administrative policies and procedures, including the mandate of the department’s business plan as it relates to the ADM’s Office.

Your main responsibilities will include:

• Managing administrative operations within an executive office. This support will ensure effective and efficient operation of the office, including coordinating information flow and schedules to ensure issues are addressed in a timely manner.
• Supporting initiating, assigning, monitoring, and tracking action request responses ensuring due dates are met.
• Liaising with stakeholders to ensure appropriate briefings and documents are provided ahead of meetings.
• Reviewing correspondence for accuracy, grammar and proper formatting.
• Acting as a liaison to ensure accurate and timely information is provided to the executive office.
• Ensuring confidential and sensitive materials and information flowing through the office of the Assistant Deputy Minster is managed effectively, anticipating and resolving issues, proposing solutions and alerting the Assistant Deputy Minister Office of urgent or sensitive matters and issues as appropriate.
• Managing business deliverables within changing timelines and with the ability to adapt, prioritize, and coordinate those activities.
• Building and maintaining strong supportive relationships with internal GOA stakeholders and external contacts.
• Records management.
• Supporting the assigned area with general administrative functions such as requests FOIP and ATIA requests and human resource management issues.    
• Working collaboratively as a member of the ADMO to deliver on daily priorities.

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

• Excellent time management, organizational, coordination skills while maintaining a high degree of professionalism and confidentiality.
• 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.
• Excellent organizational skills and a keen eye for detail.
• Experience in identifying and setting priorities.
• 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 fouryears 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:

• Experience with overall coordination of calendars and scheduling of senior executives
• Experience with Systems Applications and Products (SAP) systems or other Enterprise Resource Planning (ERP) systems (e.g., Success Factors / 1GX, Oracle, etc.)
• Experience preparing travel arrangements
• Experience with Microsoft Office Suite; Word (editing and formatting), Outlook (scheduling meetings), Power Point (presentation development), Excel (data entry)
• Experience with records management (ARTS, etc.)
• Experience Managing Access to Information Act and Regulations (ATIA) and Freedom of Information and Protection of Privacy (FOIP) requests
  
  
  

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
• 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
• 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