Executive Secretary to the DM

Role Responsibilities

The Executive Support position serves as a trusted strategic partner to the Deputy Minister of Education and Childcare, providing advanced executive, operational, and administrative support within a fast-paced and highly visible environment. Acting as a central coordination point for the Deputy Minister's Office, this role manages complex priorities, facilitates the flow of information and decision-making and builds strong relationships with senior leaders, ministry staff, external stakeholders, agencies, boards, commissions and government partners.

The position requires exceptional judgment, political acuity, professionalism and discretion in handling sensitive and confidential matters. As a key member of the Deputy Minister's Office team, the Executive Support plays an integral role in ensuring the Deputy Minister is positioned to effectively lead ministry priorities, government initiatives, and stakeholder relationships.

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Key Accountabilities:

Executive Coordination and Strategic Liaison

• Manage and strategically prioritize the Deputy Minister's calendar by balancing competing demands, resolving scheduling conflicts and aligning commitments with ministry and government priorities.
• Serve as a key liaison between the Deputy Minister, senior executives, ministry staff, central agencies, external stakeholders and government partners.
• Coordinate executive meetings, briefings, committees, stakeholder engagements and special events, ensuring timely follow-up and alignment with organizational objectives.
• Anticipate emerging priorities and provide proactive support to ensure the Deputy Minister is prepared for key discussions and decision points.

Executive Briefings, Correspondence and Information Management

• Manage the flow of information into and out of the Deputy Minister's Office, ensuring issues requiring attention are identified, prioritized and addressed appropriately.
• Prepare, review, and coordinate briefing packages, agendas, meeting materials, speaking notes and action requests that support executive decision-making.
• Draft, edit, and format executive correspondence and briefing materials with a high degree of accuracy and professionalism.

Leadership and Relationship Management

• Represent the Deputy Minister's Office in interactions with internal and external partners, fostering collaborative and effective working relationships.
• Provide advice and guidance on office procedures, administrative processes and executive protocols.
• Support a culture of service excellence, responsiveness and continuous improvement within the Deputy Minister's Office.
• Identify opportunities to streamline processes and enhance office effectiveness through innovation and best practices.

Office Operations and Executive Services

• Coordinate travel arrangements, itineraries, accommodation, logistics, and supporting materials for meetings, conferences and official engagements.
• Oversee administrative operations within the Deputy Minister's Office, including office accommodations, technology requirements, onboarding and offboarding activities and records management.
• Ensure office practices comply with government policies, procedures and established protocols.

Financial, Human Resources and Business Administration

• Lead financial administration activities including invoice processing, expense claims, procurement coordination, contract administration and expenditure tracking.
• Support human resource processes including recruitment activities, staffing actions, requisitions, leave management and position administration through 1GX.
• Coordinate administrative projects and initiatives that improve operational effectiveness and support ministry and government priorities.
• Maintain accurate records, monitor deadlines, and ensure compliance with legislative, financial and corporate requirements.

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For a copy of the full job description for this position, please visit this link.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. The ideal candidate demonstrates:

Systems Thinking – by understanding how ministry priorities, government initiatives, and stakeholder interests intersect and influence decision-making.

Building Collaborative Environments – through the development of effective relationships with executives, staff, stakeholders, and partners both within and outside government.

Creative Problem Solving – by anticipating challenges, managing competing priorities, and identifying practical solutions in a complex environment.

Drive for Results – through strong organizational skills, attention to detail, and the ability to manage multiple priorities and deadlines simultaneously.

Agility and Adaptability – by responding effectively to shifting priorities, emerging issues, and urgent requests.

Develop Networks – through fostering productive partnerships and serving as a trusted liaison between the Deputy Minister's Office and key contacts.

Professional Integrity and Accountability – by exercising discretion, maintaining confidentiality and demonstrating sound judgment in all aspects of the role.

Qualifications

Requirements:
Two-year related diploma and three years progressively responsible experience related to supporting an Executive Office; or equivalent as described below.

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

Experience providing executive support to a senior executive in a large organization or complex environment.

Assets:

• Knowledge of Government of Alberta administrative systems and processes, including, SharePoint, ATIA, financial processes and HR workflows.
• Sound judgment and political acumen, with experience anticipating priorities, identifying issues and handling confidential matters with discretion.
• Strong organization and time management skills, including experience managing complex calendars and scheduling conflicts.
• Strong communication and liaison skills for working with internal teams and external stakeholders.
• Professionalism and discretion when handling sensitive information and representing the office.
• Experience with financial administration, including invoices, expense reconciliation and policy compliance.
• Experience coordinating administrative projects and supporting executive meetings.
• Adaptability and problem-solving skills to support smooth workflows in a fast-paced environment.
• Strong written and verbal communication skills, including experience preparing executive correspondence, briefing materials and meeting packages.

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 Building (10155 - 102 Street, Edmonton).

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.

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