Executive Assistant

Role Responsibilities

Are you a highly organized and proactive administrative professional who thrives on ensuring seamless operations? As a central figure in our team, you will keep branch operations running smoothly by coordinating administrative work, ensuring accuracy, and delivering tasks on time. You are the go-to resource that empowers the Executive Director, branch staff, and corporate partners to remain organized and fully aligned with all Government of Alberta and department requirements.

In this pivotal role, you will proficiently manage a wide range of administrative functions, including budget, human resources, records management, and correspondence. This means you will adeptly balance competing priorities, applying sound judgment and strong attention to detail in every task. You are also instrumental in maintaining consistency across the branch by upholding administrative standards, forms, systems, and processes.

Furthermore, you will play a key role in supporting leadership and decision-making. This involves diligently tracking action items, meticulously preparing essential materials, proactively resolving issues, and knowing when to escalate matters for guidance. Your contributions are vital in ensuring information flows efficiently and effectively between the Executive Director, various branch units, and other crucial internal or external stakeholders.

Your responsibilities will include but will not be limited to:
•    Coordinating and maintaining branch administrative processes, forms, documentation, and related systems.
•    Reviewing administrative submissions for accuracy, completeness, and compliance with legislation, policy, and procedure.
•    Providing guidance, troubleshooting, and training on administrative systems and requirements.
•    Monitoring branch budgets, forecasting expenditures, reconciling costs, and tracking financial reports.
•    Preparing, reviewing, and processing expense claims, invoices, Procurement Card purchases (P-Card items), and other financial documents.
•    Supporting human resource administration, including onboarding, transfers, resignations, acting pay, and related forms.
•    Managing and tracking action requests, correspondence, and follow-up items to ensure deadlines are met.
•    Supporting the Executive Director with calendar management, meeting logistics, briefing materials, and correspondence.
•    Maintaining records, filing systems, and bring-forward processes in line with records management requirements.
•    Liaising with internal teams, corporate service units, and external stakeholders to coordinate information and resolve administrative issues.

Role Responsibilities 2

As our successful candidate, you will
•    Demonstrate basic research skills to compile information for projects.
•    Communicate Effectively: You will possess strong interpersonal and written communication skills to engage diverse audiences, prepare and edit professional correspondence, and ensure clear, timely follow-up.
•    Demonstrate Exceptional Organization & Time Management: You will expertly manage and monitor multiple ongoing tasks, prioritize requests, and ensure functions are completed efficiently within tight timeframes.
•    Exhibit Meticulous Attention to Detail: You will ensure accuracy in keyboarding and document formatting, upholding high standards for all administrative outputs.
•    Apply Independent Judgment: You will make sound decisions autonomously, carefully considering their potential consequences and impact on the Executive Director, branch, and department.
•    Take Initiative & Work Autonomously: You will proactively identify tasks, prioritize your workload, and consistently follow through to ensure successful completion with minimal supervision.
•    Utilize Research Capabilities: You will apply basic research skills to gather and compile necessary information for various projects and requests.

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 - Must be able to anticipate, assess, and readily adapt to changing priorities, maintain resilience, and work effectively in changing environments.
•    Develop Networks - Proactively builds networks, foster connections, and establishes trust in relationships with diverse stakeholders.
•    Systems Thinking - Understands how work contributes to the achievement of departmental goals. Anticipates changes in own area based on activities in other areas.
•    Creative Problem Solving - Have the ability to assess options and implications in new ways to achieve outcomes and solutions.

Qualifications

Requirements:
•    High school diploma and three (3) years of related experience in administrative roles or any other related field.
•    Equivalency: Directly related experience or education considered on the basis of:  one year of experience for one year of education or one year of education for one year of experience.

Assets:

•    Experience with governmental administrative and financial policies, processes, and standards.
•    Experience with software tools and automated systems and applications such as Microsoft Office including TEAMS, SharePoint, Outlook, and Excel, relevant web/internet applications, workflow and action item management systems (such as Action Request Tracking System (ARTS)), video-conferencing or other equipment required in meetings.
•    Experience interacting and working collaboratively with a range of government offices including executive-level offices (e.g., Assistant Deputy Minister Office).
The below statement must be included in job ad:

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: Monday - Friday, 8:15 am - 4:30 pm (36.25/week)

Positions Currently available: One (1) temporary position is available, up to January 2027.
This job posting might be used to fill similar opportunities in the future as well.

Location: This opportunity is located at 44 Capital Boulevard, 10044 - 108 Street, Edmonton.

Final candidates will be asked 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.

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.
•    Management Employees Pension Plan (MEPP) - https://www.mepp.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.