Executive Assistant

Role Responsibilities

Do you thrive in dynamic environments and love being at the center of strategic decision-making? Join our team as an Executive Assistant and play a pivotal role in supporting the Deputy Minister’s Office. This is your opportunity to work in a fast-paced, high-profile environment that will help drive the success of the Public Service Commission.

As the Executive Assistant, you will provide support to the Deputy Minister (DM) and Executive Director, Executive Operations (EDEO) through strategic administrative coordination, information management, operational and project support, to ensure the smooth functioning of the Deputy Minister’s Office (DMO).

Your main responsibilities will include:

• Managing the DM’s schedule, anticipating conflicts and ensuring timely briefing materials.
• Acting as a liaison between the DM’s office, Assistant Deputy Minister Offices, and senior stakeholders to coordinate schedule, facilitate communication and to support coordination.
• Ensure effective management of confidential and sensitive information, exercising discretion and sound judgment.
• Provide advice to the DM and EDEO on operational matters with potential strategic impact.
• Prepare and review correspondence and briefing materials on behalf of the DM and maintain accurate contact records.
• Overseeing the Action Request (AR) Tracking System: create ARs, manage records and facilitate executive-level review and approval.
• Provide guidance to divisional staff on ARTS protocols and expectations.
• Maintaining operational continuity through strong organizational skills, discretion and systems thinking in a fast-paced environment.
• Identifying administrative issues with potential to impact the operation of the Executive’s Office; recommend solutions and courses of action to deal with issues.
• Implement and maintain records management systems in accordance with Government of Alberta policies, including FOIP compliance.
• Supporting financial activities for the DM’s office, including budget preparation, invoice tracking, expense reporting and contracting in compliance with government policies.
• Leading and providing support to initiatives and projects that address business needs or integrate various division or department priorities.
• Demonstrating excellent time management, organizational, coordination and tracking skills while maintaining a high degree of professionalism and confidentiality.

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To be successful in this role, you will be required to demonstrate:

• Ability to work independently and exercise sound judgment in complex situations.
• Exceptional verbal and written communication skills for engaging with senior government offices and key stakeholders.
• Advanced political acumen to navigate complex organizational environments, resolve conflicts, and foster collaboration.
• Effective communicator with a talent for building positive relationships and maintaining professionalism.
• Proven ability to manage multiple priorities and competing deadlines effectively.
• High level of initiative and decision-making capability.
• Outstanding organizational skills with meticulous attention to detail.
• Expertise in identifying, setting and managing priorities in dynamic environments.
• Superior coordination, planning, and prioritization skills for critical tasks.
• Strong problem-solving and troubleshooting abilities to address issues proactively.

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

Two-year related diploma and three years progressively responsible experience related to supporting an Executive Office; or equivalent as described below.

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

Assets:

• Providing executive-level administrative support in a multi-stakeholder, high-profile environment.
• Experience managing and coordinating day-to-day executive operations, including complex calendar, meeting and email management.
• Ability to build and maintain productive relationships with senior leaders, elected officials and other stakeholders.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Outlook) with the ability to organize and present data logically and effectively.
• Skilled in drafting, editing and proofreading high-level correspondence, briefing materials and action requests.
• Experience with Action Request Tracking Systems (ARTS) or similar workflow tools.
• Interpreting and applying Government of Alberta policies, directives and procedures.
• Proven ability to manage issues and resolve operational and procedural challenges with sound judgment, anticipating issues and proposing solutions.
• Maintaining accurate records and ensuring compliance with FOIP and government information policies.
• Experience in project and program management, ensuring timely and successful delivery of initiatives.
• Experience in financial administration, including budgeting, forecasting, purchasing and expense reconciliation.
• Familiarity with government or public sector structures, protocols and administrative processes.

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.

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.

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
• 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