Executive Assistant

Role Responsibilities

You will manage correspondence, calendar activities, branch communications, and act as the key liaison between staff, leadership, and external stakeholders. Your ability to prioritize, lead a team of administrative staff, and ensure the smooth day-to-day operation of the Branch will be critical to our success.

The job responsibilities include:
Correspondence Management:
•    Review and prioritize incoming correspondence, ensuring timely delegation and follow-up.
•    Perform quality control on branch communications including letters, memos, and briefings.
•    Monitor the Executive Director’s email and manage priorities appropriately.
•    Maintain and organize filing systems as needed.

Calendar & Meeting Coordination:
•    Manage the Executive Director’s calendar, including preparation of background materials for meetings.
•    Schedule and coordinate internal/external meetings, including travel and hosting requirements.
•    Organize Branch meetings and one-on-ones with Directors, including agendas and required documentation.

Office Administration:
•    Represent the Branch at Executive Assistant/Admin meetings to align processes with Alberta Health standards.
•    Communicate updates and process changes to branch staff.
•    Review and verify training requests and associated charges.

Leadership of Administrative Staff:
•    Lead and support a team of Administrative Professionals.
•    Hold regular meetings to share updates, assign tasks, and coordinate leave coverage.
•    Provide mentorship and act as a backup for other admin roles.

Branch Operations Coordination:
•    Act as the primary worksite contact for Pay, Benefits, and Human Resource matters.
•    Assist with performance appraisals, staff documentation, and benefit inquiries.
•    Manage the Branch’s budgeting and financial forecasting with the Executive Director and Directors.
•    Oversee submission and approval of service requests, Action Requests (ARs), and Ministerial Briefings.
•    Maintain updated organizational charts and floor plans.
•    Ensure continuity and cohesion of administrative operations in the Executive Director’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 manageable parts
•    Challenge existing practices constructively and thoughtfully
•    Consider different perspectives while being aware of your own
•    Suggest and adapt improvements to processes and systems

Drive for Results
•    Set clear goals and prioritise tasks effectively
•    Actively seek and respond to feedback for improvement
•    Ask questions to clarify competing priorities or missing information
•    Work in alignment with the APS Values and Code of Conduct

Agility
•    Maintain a calm and composed approach to change, using common sense and past experiences to solve ambiguous problems.

Develop Networks
•    Build and maintain respectful, professional relationships
•    Demonstrate integrity by following through on commitments
•    Seek to understand the needs and views of others
•    Keep stakeholders informed and engaged

Build Collaborative Environments
•    Create opportunities for team collaboration and knowledge sharing
•    Listen actively and contribute to a positive team dynamic
•    Manage differences of opinion constructively
•    Support the team by learning from both successes and setbacks

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: 
•    Secretarial/administrative experience at a senior level in a health-related ministry.
•    Working knowledge of office administrative and governmental systems i.e. ARTS, 1GX, Teams, SharePoint.
•    Microsoft Office Suite and Outlook.
•    Basic knowledge of VISIO software.
•    Excellent communication skills, organizational skills and ability to multi-task.
•    Independent problem-solving skills.
•    Strong administrative, communication, leadership and research skills (written, oral and electronic) as well as 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.
•    Advanced supervisory skills and human resources experience.

The following experience will be given preference:
•    An understanding of the goals and objectives of the organization.
•    Knowledge of departmental regulations.
•    Senior level knowledge of governmental financial policies and procedures.

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

Hours of work are 8:15 AM to 4:30 PM, Monday to Friday. 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).

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