Executive Assistant

Role Responsibilities

We are looking for a highly organized and professional Executive Assistant to support the Assistant Deputy Minister (ADM), Financial Services, and the Senior Financial Officer (SFO). In this role, you will be at the heart of the Finance Branch, ensuring smooth day-to-day operations, building strong relationships across the division, and helping us deliver on our mandate.

As part of our team, you will play a key role in coordinating priorities, managing sensitive and time-critical issues, and providing trusted support to senior leadership. We value initiative, collaboration, and professionalism and we’re excited to welcome someone who can bring these qualities to our workplace.

As the Executive Assistant, you will:

•    Manage action requests by coordinating, tracking, and preparing timely responses to ensure issues are addressed effectively.

•    Provide direct support to the ADM and Executive Director, including calendar and correspondence management, travel coordination, and preparation of briefing materials.

•    Serve as a liaison with internal and external stakeholders, including the Deputy Minister’s Office, Minister’s Office, and the Office of the Auditor General.

•    Oversee office management functions, such as records management, organizational charts, financial tracking, and procurement of supplies.

•    Provide human resources administrative support, including onboarding, performance tracking, and HR coordination.

•    Lead or support special projects and committee work that advance divisional and ministry objectives. 

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 anticipate and adapt to change, adjusting priorities as needed while maintaining composure in high-pressure environments. You proactively seek solutions, manage risks, and remain flexible when navigating complex or evolving circumstances.

Drive for Results: You take ownership of your work and deliver high-quality outcomes that support the goals of the ADM and Finance Division. You are persistent in meeting deadlines, detail-oriented in execution, and accountable for ensuring operational efficiency across the division.

Develop Networks: You build and maintain effective relationships within the ministry and across government. You value diverse perspectives, encourage collaboration, and engage stakeholders to achieve shared goals. Your ability to influence and connect with others strengthens the division’s impact and credibility.

Build Collaborative Environments: You foster trust, teamwork, and open communication. You address conflict constructively, encourage input from all levels of staff, and create conditions that allow people to contribute their best work. You recognize the contributions of others and promote a culture of cooperation and respect. 

Develop Self and Others: Continuously seeks opportunities for personal growth and assists colleagues or administrative staff in developing skills and improving performance.

Creative Problem Solving: Identifies complex operational or procedural challenges, evaluates options, and develops practical solutions. Exercises sound judgment to resolve sensitive or time-critical issues.

Systems Thinking: Understands how divisional activities impact broader branch and ministry goals. Integrates information and processes across systems (e.g., 1GX, ARTS, SAP) to ensure coordinated outcomes.

Qualifications

Requirements:

Education: One-year certificate in Office Administration or a related field. 

Experience: Two years of related administrative or executive support experience.  

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

Assets:
•    Significant experience providing executive-level administrative support, ideally in a government or public sector environment.

•    Experience coordinating ministerial action requests, preparing briefing materials, and managing correspondence.

•    Experience with budget tracking, accounts reconciliation, and procurement processes.

•    Experience with Microsoft Office Suite; Word (editing and formatting), Outlook (scheduling meetings), Power Point (presentation development), Excel (data entry)
•    Experience with Systems Applications and Products (SAP) systems or other Enterprise Resource Planning (ERP) systems (e.g., Success Factors / 1GX, Oracle, etc.)
•    Proven ability to manage calendars, organize meetings, and coordinate travel and logistics for senior leadership. 

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, permanent position based in Edmonton, Alberta, working 36.25 hours per week, Monday to Friday. The role is primarily office-based and requires managing a fast-paced environment with frequent interaction across senior leadership, staff, and external stakeholders, while balancing multiple priorities and tight deadlines. Occasional flexibility in work hours may be required to support urgent executive matters or high-priority meetings. A high level of professionalism, discretion, and adaptability is essential, as the role frequently involves handling confidential information and sensitive issues 

Application Instructions:
Please submit your cover letter and updated resume. In your resume, clearly indicate the duration of each role by providing the month and year, and specify the employment status (e.g., casual, part-time, or full-time). Example: Executive Assistant, May 2018 - August 2022, Full-time (36.25 hours/week).

For your post-secondary education, specify your program, credential, the length of the program, and your year of graduation. Example: Diploma in Office Administration, 2-year program, September 2015 - June 2017.

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.