Executive Assistant

Role Responsibilities

As the Executive Assistant to the Assistant Deputy Minister, you will play a pivotal role in ensuring seamless operations and strategic support to the Health Workforce division.

Your main responsibilities will include:

• Administrative Support

o    Researching information and drafting correspondence for the ADM’s signature.
o    Managing the ADM’s calendar, scheduling appointments, and coordinating travel arrangements.

• Financial and Contract Management

o    Preparing, forecasting, and monitoring budgets and contract expenditures.

• Meeting and Information Preparation

o    Researching and compiling background materials for executive meetings.

• Action Request Coordination

o    Monitoring, assigning, and tracking action requests, including negotiating timelines.
o    Responding to day-to-day administrative inquiries on behalf of the ADM.

• Advisory and Resource Role

o    Acting as a resource to administrative staff across divisions by providing guidance on action requests, correspondence, and process improvements.

• Special Projects

o    Undertaking special projects at the request of the ADM.

• Compliance and Confidentiality

o    Ensuring all activities comply with legislative requirements, including the Health Information Act (HIA) and Freedom of Information and Protection of Privacy Act (FOIP).

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

• Ability to anticipate issues and solve problems
• Strong interpersonal skills
• Sound judgment
• Political acumen
• The ability to work independently
• Ability to meet tight deadlines in a fast-paced environment

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

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:

• Proven ability to excel in fast paced environments, managing competing deadlines and balancing the heavy workload demands of senior business executives.
• Extensive experience coordinating calendars and scheduling for senior leaders, ensuring seamless organization of complex commitments.
• Skilled in routing, reviewing, and organizing high volumes of briefing notes and action requests, with attention to detail and prioritization.
• Proficiency in Microsoft Office Suite, including Word (editing and formatting), Outlook (meeting scheduling), PowerPoint (presentation development), and Excel (data entry and tracking).
• Strong background in records management, maintaining accuracy, compliance and accessibility.
• Demonstrated ability to anticipate issues and resolve problems with sound judgment, ensuring smooth operations under pressure.
• Proven relationship building skills across diverse networks, fostering collaboration and trust.
• Experience managing Freedom of Information and Protection of Privacy (FOIP) requests, ensuring compliance with legislation and organizational standards.

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.

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