Executive Assistant

Role Responsibilities

Reporting to the Executive Director, Executive Operations (EDEO), the Executive Assistant provides high-level administrative support to the Deputy Minister (DM) of Advanced Education.  This role ensures the efficient and professional operation of the Deputy Minister’s Office (DMO). This role requires a strong understanding of ministry priorities within Alberta’s advanced education and skills development system, sound judgment in managing competing demands, and the ability to act as a key liaison with internal teams, post-secondary institutions, external partners and other government offices.

The position is responsible for coordinating information flow, monitoring deadlines, implementing administrative processes and supporting financial and HR-related activities. Success in this role requires exceptional organizational skills, discretion, proactive problem-solving, and the ability to manage issues promptly to enable the Deputy Minister to focus on strategic priorities related to post-secondary education, apprenticeship, workforce development and system stewardship.

As the successful candidate, your responsibilities will include:

• Manage and prioritize the DM’s calendar, including resolving scheduling conflicts and ensuring effective time management in alignment with ministry and government priorities.
• Liaise with internal staff, ministry leadership, external stakeholders and cross-government partners to coordinate meetings, events, and briefings, ensuring accuracy and professionalism in all scheduling activities.
• Prepare and organize meeting materials, agendas, briefing packages and action requests to support the DM’s daily responsibilities and strategic oversight of the advanced education system.
• Make comprehensive travel arrangements for meetings, missions, and conferences, including transportation, accommodations, itineraries and required materials.
• Review, track and manage confidential information, correspondence, and documentation flowing through the DMO, ensuring timely attention to urgent and sensitive matters.
• Draft, edit and prepare correspondence, charts, reports and briefing materials for the DM as required.
• Oversee office financial administration, including invoice processing, expense claims, procurement, contract coordination and tracking of expenditures.
• Ensure smooth administrative workflows, including supporting onboarding and offboarding processes, coordinating office accommodations and managing IT and equipment requirements.
• Perform HR-related administrative tasks, such as updating job descriptions, processing requisitions, managing staffing actions, and tracking leave and approvals in 1GX.
• Lead and contribute to administrative projects and continuous improvement initiatives, ensuring alignment with government policies, ministry standards and best practices.

For a full job description for this position, please visit this link.

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:

• Advanced organizational and time management skills demonstrated through managing complex calendars and resolving scheduling conflicts.
• Strong communication and liaison abilities for coordinating with internal teams and external stakeholders.
• High level of professionalism and confidentiality when handling sensitive information and representing the office.
• Financial and administrative expertise, including invoice processing, expense reconciliation, and compliance with policies.
• Project coordination and leadership experience in managing administrative initiatives and supporting executive meetings.
• Adaptability and problem-solving skills for identifying operational issues and ensuring smooth workflow under tight deadlines.

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.

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.