Executive Assistant

Role Responsibilities

The Executive Assistant leads and coordinates the daily operations of the Executive Director’s Office, ensuring consistent, efficient and effective correspondence and information flow, calendar management, meeting arrangements and travel coordination.

The position provides executive administrative support, research and summarizes briefing and background materials, and manages the sector’s Action Request Tracking System (ARTS) program to ensure compliance with department guidelines and standards. The Executive Assistant liaises with the Assistant Deputy Minister’s Office, other executive offices, sector staff, external partners and pan-Canadian stakeholders to provide and obtain information.

The successful candidate will require a comprehensive understanding of sector and division objectives, business goals, operations and issues, as well as the responsibilities of other areas of the department. The role operates within applicable government and department legislation, regulations, policies, directives and guidelines.

Key responsibilities include:

• Manage the Executive Director’s complex calendar and work schedule, screen and prioritize meeting requests, resolve conflicts, redirect requests where appropriate, and ensure effective time management.

• Coordinate travel, conferences and out-of-town meetings, including registration, airfare, accommodations, vehicles and equipment requirements.

• Coordinate sector activities involving multiple branches and facilitate relationships within the division, department, and with external stakeholders.

• Manage correspondence, briefings and action requests, including time-sensitive requests from the Minister’s Office, Deputy Minister’s Office and Assistant Deputy Minister’s Office.

• Review materials are routed to the Executive Director to ensure completeness, accuracy and consistency with sector and department requirements.

• Administer ARTS workflows and support timely, accurate responses to a high volume of ministerial and executive requests.

• Coordinate executive and branch meetings, agendas, minutes, briefing packages and logistics.

• Support budget and cash-flow coordination, monthly forecasting, expenses, contracts, and grants, including accurate recording and reporting in 1GX.

• Prioritize and follow up on multiple issues and concerns, including sensitive and confidential matters, and determine the appropriate course of action.

• Implement administrative policies and procedures, coordinate office systems and equipment, submit IT support requests, and assist with onboarding new staff.

• Provide guidance and training to administrative staff on department procedures, correspondence, briefing materials, records, 1GX and ARTS protocols and templates.

Please click on the Job Description for additional information about 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.  

• Systems Thinking: Considers interrelationships, sector priorities and emerging trends when coordinating work and supporting executive decisions.

• Agility: Adjusts priorities in a changing, high-volume environment, takes initiative and remains current on systems and processes such as ARTS and 1GX.

• Build Collaborative Environments: Facilitates open communication and effective relationships across the sector, department, and with external stakeholders.

• Creative Problem Solving: Identifies improvements to administrative processes, anticipates issues and develops practical solutions.

• Develop Networks: Maintains connections across teams and executive offices to stay informed of evolving priorities, policies and procedures.

• Develop Self and Others: Seeks development opportunities, responds to feedback and supports the learning of other administrative staff.

Qualifications

High School Diploma supplemented with three years of related experience.

Equivalency: Directly related experience or education may be considered on the basis of one year of experience for one year of education, or one year of education for one year of experience.

Required knowledge and experience:

• Experience providing senior-level administrative support to executive leadership in a fast-paced, high-volume environment.
• Demonstrated experience managing complex calendars, travel, correspondence, executive priorities, meetings and competing deadlines.
• Experience coordinating and tracking action requests, briefing materials, reports and formal correspondence across multiple stakeholders.
• Knowledge of office management principles, department policies and procedures, division programs, business plans, strategic initiatives and performance measures.
• Strong proficiency with Microsoft Office, Outlook, Visio, Adobe, SharePoint and document management systems.
• Familiarity with ARTS, 1GX or comparable government administrative systems.
• Knowledge of government administrative systems, policies and procedures related to finance, human resources, correspondence and records management.
• Knowledge of the Protection of Privacy Act (POPA) and records management requirements.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Advanced written, verbal, interpersonal, research, analysis and evaluation skills.
• Strong organizational, meeting management, priority-setting, conflict-resolution, public-relations and influencing skills.
• Political acumen, diplomacy, initiative, adaptability, sound judgment, resourcefulness, and attention to detail.
• Ability to review and edit letters, memoranda, briefing notes, and reports for accuracy, consistency and compliance with standards.
  
  

Assets:

• Experience coordinating cross-ministry, cross-divisional or multi-branch initiatives.
• Experience providing guidance, training or mentorship to administrative staff.
• Experience in a policy, program or education sector environment, particularly within Alberta Education and Childcare.
• Experience organizing executive travel, conferences, events, or stakeholder engagements.
• Knowledge and demonstrated use of artificial intelligence tools in an administrative environment.

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

Notes

There is one (1) full-time temporary position for a two-year term, working 36.25 hours per week, Monday to Friday.

The work location is Edmonton.

Applicants must attach a cover letter explaining how their qualifications and experience align with this role. Resumes should clearly identify each position title, organization, and start and end month and year.

Any costs associated with required documents, checks, or interview travel are the responsibility of the candidate. Out-of-province applicants may obtain required documents or checks from their current province of residence

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.