Executive Secretary to ADM

Role Responsibilities

We are seeking a highly organized and proactive Executive Secretary to support the Chief Operating Officer with Program and System Support.

In this role, you will lead and coordinate a wide range of administrative functions critical to the effective operation of the division, including managing executive correspondence, overseeing Action Requests, coordinating schedules and meetings, and ensuring seamless communication across senior leadership offices. Reporting to the Director, Executive Operations, you will play a key role in maintaining operational efficiency by tracking priorities, supporting decision-making through briefings and research, and ensuring processes align with government policies and standards.

• Lead and coordinate administrative operations to ensure the efficient functioning of the Program and System Support Division.
• Administer and oversee the Action Request Tracking System (ARTS), including assigning, tracking, and monitoring Action Requests to ensure compliance with government standards and timelines.
• Manage correspondence processes, including reviewing, editing, prioritizing, and routing incoming and outgoing materials for accuracy and alignment with guidelines.
• Monitor deadlines and follow up on action items, escalating emerging or high-priority issues to senior leadership as required.
• Provide guidance and support on administrative processes, including advising staff on ARTS, correspondence standards, and best practices.
• Coordinate the Assistant Deputy Minister’s schedule, including managing calendars, meetings, travel arrangements, and priority setting.
• Facilitate effective communication flow, acting as a key liaison between the Assistant Deputy Minister’s office, senior leadership, and internal/external stakeholders.
• Prepare and coordinate meeting materials, including agendas, briefing packages, and minutes for leadership meetings and executive discussions.
• Maintain records and information management systems, ensuring compliance with Access to Information Act (ATIA) and the Protection of Privacy Act (POPA) legislation, records retention policies, and confidentiality requirements.
• Support special projects and executive priorities, including research, briefing development, cross-ministry coordination and occasional executive support to the Deputy Minister’s office.

Please click this link for the job description 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

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 providing support to C-suite executives in a large/complex organization.

Assets:

• Proven ability to excel in fast paced environments, managing competing deadlines and balancing the heavy workload demands of senior business executives.
• Experience booking travel, processing expense claims and preparing financial submissions. 
• Skilled in routing, reviewing and organizing high volumes of briefing notes and action requests, with attention to detail and prioritization.
• 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.
• Experience managing Access to Information Act (ATIA) and the Protection of Privacy Act (POPA). requests, ensuring compliance with legislation and organizational standards.

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.

Hours of work: 36.25 hours per week.

Office location: Commerce Place- 10155 102 St NW, Edmonton, AB.

Final candidates will 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.

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