Executive Assistant

Role Responsibilities

The Executive Assistant plays a key role in supporting the efficient day-to-day operations of Children and Family Services.  Reporting to and working closely with the Executive Director, this position provides high-level administrative, executive, program, and coordination support.

As the Executive Assistant, you will provide senior-level administrative support to the Executive Director, Edmonton region   office, ensuring effective information flow and coordinating operational and project activities. This role is integral to the efficient functioning of the Executive Director office and the successful delivery of divisional priorities.

Your main responsibilities will include:

Office Operations & Coordination:
Coordinate day-to-day administrative operations within the Executive Director’s office, including managing information flow, monitoring incoming requests and ensuring matters are directed appropriately through the appropriate person and established office processes.  Will be responsible for regional tracking as required within the Executive Director’s office and maintaining and updating monthly information. May provide various support to regional Directors as necessary.

Executive Scheduling & Briefings:
Maintain calendars, schedule meetings, coordinate logistics and assemble meeting packages and background materials.  Preparing agenda’s, taking meeting minutes and disseminated appropriate materials when required.  Attending meetings with the Executive Director will be necessary in this role when requested.

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

Confidential Correspondence:
Handle sensitive and confidential information with discretion, exercising sound judgment to identify urgent matters and recommend appropriate actions.  Strong competencies around political acumen will be necessary in this role.

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, and onboarding materials and administrative information requests as assigned. Maintain TEAMs channels and SharePoint sites when appropriate.  Have a strong background with maintaining a busy executive office and be able to mange several tasks at one time.

Executive Office Administrative Support:
Maintain contact lists, support records and filing processes, and provide backup administrative support to other executive offices as required.  Demonstrate professional, leadership, and an ethical presence in day-to-day work.

The Job Description is provided for further details on 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.

Strive 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 Assistant Deputy Ministers office (ADMO) connects to divisional, departmental and cross-government processes and consider upstream and downstream impacts when coordinating information and requests.

Qualifications

Required:  

1 year related certificate and 2 years directly related experience or equivalent as described below; and   
Previous experience supporting senior executives in government or a similarly large and complex organization through an executive office structure.

Equivalency:

Directly related education or experience considered based on 1 year of education for 1 year of experience or 1 year of experience for 1 year education.

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.
• An understanding of high level of confidentiality and the importance of political acumen.
• 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).
• Knowledge in TEAMS, SharePoint, AI (Artificial Intelligence) and other platforms will be an asset in this role.
• 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.

Notes

There is 1 temporary full-time position available in the Edmonton region.  Hours of work will be 36.25 hours per week, Monday to Friday. This position will end approximately on January 6, 2027.

Final candidates may be required to undergo a criminal records check (CRC).

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 we have to offer:

• Working for the Alberta Public Service.
• Public Service Pension Plan (PSPP) .
• Alberta Public Service Benefit Information.
• Professional learning and development.
• Research Alberta Public Service Careers tool.
• Positive workplace culture and work-life balance