Executive Assistant

Role Responsibilities

Bring your organization, initiative and professionalism to a role where no two days are the same. As an Executive Assistant, you will provide executive-level support, manage complex priorities, coordinate critical activities, and help drive the smooth operation of a busy executive office. If you're a proactive problem-solver who enjoys making things happen, we'd love to hear from you.

Your main responsibilities of this role include:

• Prepare, forecast, and monitor budgets; process invoices, expense claims and procurement transactions; ensure compliance with financial policies, procedures and contractual requirements.
• Manage complex executive calendars and schedules, prioritize meeting requests, coordinate appointments, prepare agendas and briefing packages, and organize committee meetings and special events.
• Provide comprehensive executive support by drafting, proofing, and coordinating correspondence, briefing materials, and responses on behalf of senior leadership, ensuring accuracy, professionalism and adherence to established standards.
• Coordinate, monitor and track Action Requests, conduct research, prepare responses, identify priority items, and ensure deadlines and follow-up actions are completed in a timely manner.
• Maintain records and information management systems, including filing, records retention, archiving and document storage in accordance with information management standards.
• Develop and enhance administrative processes and procedures, provide guidance on correspondence and tracking systems, and support continuous improvement initiatives that enhance office efficiency.
• Support workplace operations through administration of onboarding and offboarding activities, staff and distribution lists, IT requests, facilities coordination and other human resource support functions.
• Serve as a key resource for colleagues and stakeholders by responding to inquiries, providing training and guidance, championing administrative best practices and supporting special projects and organizational initiatives.

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.

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

Required:

One-year post-secondary certificate or diploma program 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

See the job description for further details on this position.

Experience supporting financial administration, including tracking expenditures, processing transactions, assisting with budget-related reporting and working within related compliance requirements.

Experience working in an integrated Microsoft 365 environment, including professional and fulsome use of SharePoint Online, Outlook, Excel, PowerPoint, OneDrive and CoPilot.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

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.

Selected candidates will be required to complete a written assessment.

Location – Queen Elizabeth II Building, Edmonton AB. Position will be in the office, 5 days per week.

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.

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