Executive Assistant

Role Responsibilities

The Digital Design and Delivery Division is seeking a highly organized and proactive Executive Assistant to provide comprehensive support within the Assistant Deputy Minister (ADM)/ Chief Operating Officer’s Office (COO).

As the Executive Assistant, you will provide senior-level administrative support to the ADM/COO office, ensuring effective information flow and coordinating operational and project activities in alignment with direction from the Issues Manager. Reporting directly to the Issues Manager, this role is integral to the efficient functioning of the ADMO and the successful delivery of divisional priorities.

Your main responsibilities will include:

•    Office Operations & Coordination:
Coordinate day-to-day administrative operations within the ADMO, including managing information flow, monitoring incoming requests and ensuring matters are directed appropriately through the Issues Manager and established office processes.

•    Executive Scheduling & Briefings:
Maintain calendars, schedule meetings, coordinate logistics and assemble meeting packages and background materials in support of the DDD ADM office, including related COO responsibilities managed through the ADMO.

•    Stakeholder Liaison:
Liaise with the Deputy Minister’s Office and senior representatives across the ministry and external stakeholders to support effective communication, coordination and information flow.

•    Action Request Coordination:
Monitor, assign, track, follow up on and quality-check Action Requests (ARs), briefing materials, correspondence, and other executive products to support timely and complete responses prior to Issues Manager review.

•    Confidential Correspondence:
Handle sensitive and confidential information with discretion, exercising sound judgment to identify urgent matters and recommend appropriate actions.

•    Financial Administration:
Support budget administration by tracking expenditures, reconciling routine items and preparing or verifying documentation for completeness and accuracy, including travel, invoices, expense claims, supplies, onboarding and other office functions as required.

•    Operational & Project Support:
Support coordination of divisional initiatives, meetings, events, routine reporting, status updates, onboarding materials and administrative information requests as assigned.

•    Executive Office Administrative Support:
Maintain contact lists, coordinate onboarding and offboarding administration, support records and filing processes, and provide backup administrative support to the Deputy Minister’s Office or other executive offices as required.

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.

Drive for Results – You organize work, follow through on commitments, and ensure materials and requests are completed accurately and on time in a high-volume, fast-paced environment with competing priorities.

Develop Self and Others – You seek feedback, adapt to changing priorities and processes, and contribute to a supportive and effective office environment by sharing knowledge and best practices.

Build Collaborative Environments – You build positive working relationships, share information appropriately, and work cooperatively with branches, executive offices and service partners.

Systems Thinking – You understand how the DDD ADMO connects to divisional, departmental and cross-government processes and consider upstream and downstream impacts when coordinating information and requests.

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 supporting senior executives in government or a similarly large and complex organization through an executive office structure.

Assets:

• Proven ability to excel in fast paced environments, managing competing deadlines and balancing the heavy workload demands of senior business executives.
• Experience coordinating calendars, meeting logistics, agendas, meeting packages and background materials in a senior executive office environment.
• Experience booking travel and processing expense claims. 
• Skilled in routing, reviewing, and organizing high volumes of briefing notes and action requests, with attention to detail and prioritization.
• Experience preparing or coordinating onboarding materials, routine status updates, tracking systems, and administrative reports to support executive office workflow.
• 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.

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