Executive Assistant

Role Responsibilities

This position plays a critical role in managing the branch’s day-to-day administrative functions, coordinating communications, supporting financial processes, and ensuring seamless operations all with moderate supervision.

You will work autonomously within general guidelines, demonstrating sound judgment and initiative while making decisions on a wide variety of administrative matters.

The job responsibilities include:
1. Executive Administrative Support
•    Review and prioritize incoming correspondence, including meeting requests and urgent matters.
•    Manage the Executive Director’s calendar, meetings, agendas, and deadlines.
•    Arrange travel and accommodations; submit expense claims on behalf of the Executive Director.
•    Maintain electronic and physical filing systems.
•    Utilize 1GX system to support administrative tasks.

2. Branch Administration
•    Track project deadlines, coordinate inputs from directors, and compile documents for Executive Director’s review.
•    Organize and minute biweekly update meetings with directors.
•    Review and coordinate staff time entries in 1GX; approve time entries as delegated.
•    Maintain and update branch organizational chart monthly.
•    Support HR recruitment activities by preparing documentation and routing for approval.

3. Correspondence & Records Coordination
•    Coordinate FOIP request responses.
•    Manage responses to Action Requests (ARs) and Ministerial Briefings.
•    Draft, review, and edit correspondence for accuracy, grammar, and tone.
•    Compile reports, statistics, and background information as required.

4. Budget and Contract Management
•    Administer and monitor branch budgets, conduct expenditure analysis, and identify variances.
•    Prepare monthly budget forecasts and reporting for Executive Director review.
•    Track and manage contracts, ensuring compliance with routing and review processes.
•    Process and monitor invoices and miscellaneous expenditures.
•    Liaise with directors to gather input for budget planning and forecasting.

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

Build Collaborative Environments
•    Works openly and honestly with colleagues
•    Creates and encourages opportunities for sharing
•    Actively listens and contributes to group discussions
•    Recognizes conflict as an opportunity for growth
•    Supports others, even when learning from mistakes
•    Embraces diverse perspectives and interpretations

Agility
•    Seek out opportunities to improve work processes
•    Adjust quickly and positively to changing situations
•    Maintain composure and optimism under pressure
•    Ask for feedback and support to guide personal change
•    Innovate within boundaries to drive results

Systems Thinking
•    Anticipating changes based on cross-functional activity
•    Considering the impact of your actions on others and vice versa
•    Asking insightful questions to align with organizational goals
•    Keeping a client- and stakeholder-focused mindset

Creative Problem Solving
•    Asking thoughtful questions to understand root issues
•    Trying out new approaches to improve outcomes
•    Learning from successful projects and sharing insights
•    Gathering diverse perspectives and data to guide decisions

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: 
•    Excellent knowledge of office procedures, financial policies/procedures and accepted departmental procedures.
•    Excellent skills in a variety of computer programs including Microsoft Office (Word, Outlook, Excel, Visio) and Adobe Acrobat Pro.
•    Excellent organizational and records management skills.
•    Demonstrated skills in department applications including ARTS, 1GX, Bernie, IRIMS and IMAGIS.
•    Strong planning and coordination skills.
•    Excellent communication and interpersonal skills.
•    Ability to work without direction.
•    Strong problem-solving skills.

The following experience is considered as assets:
•    Scheduling of senior executives.
•    Coordinating travel arrangements.
•    Financial administration and budgets.

The following experience will be given preference:
•    Demonstrated skills in department applications including ARTS, 1GX, Bernie, IRIMS and IMAGIS.

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 temporary position working 36.25 hours per week until October 27, 2026.

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.
• Leadership and mentorship programs.