Executive Assistant

Role Responsibilities

As the Executive Assistant, you play a key role in ensuring management and organization of the Assistant Deputy Minister’s (ADM) schedule. You will provide high-level executive support by being responsible for the successful day to day administrative workflow of the office. This role requires you to have ongoing flexibility and adaptiveness to remain responsive to the emerging needs and priorities of all office members.

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.
• Initiate, assign, monitor, and track action request responses ensuring due dates are met.
• Review correspondence for accuracy, grammar and proper formatting.
• Completing/ reviewing expense claims
• Act as a liaison to ensure accurate and timely information is provided to the executive office.
• Manage business deliverables within changing timelines and with the ability to adapt, prioritize, and coordinate those activities.
• Build and maintain strong supportive relationships with internal GOA stakeholders and external contacts.
• Records management.
• Support the assigned area with general administrative functions such as FOIP requests and human resource management issues.

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

• Able to adapt quickly to change, respond to new challenges, and shift priorities efficiently
• 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.
• Political acumen; you have a solid understanding on how to navigate complex situations in large-scale organizations including skills in conflict resolution and collaborative negotiation.
• 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.

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 four years 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 routing, reviewing and organizing a large volume of briefing notes and action requests.
• Experience reviewing and completing expenses
• Strong written and verbal communication skills 

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.

Links and information on what the GoA has 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
• 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