Executive Secretary

Role Responsibilities

The Executive Secretary provides senior-level administrative support to the Chief Medical Officer of Health (CMOH), Deputy CMOHs, MOHs, and Office of the CMOH leadership, helping coordinate daily activities, information flow and office operations. The role facilitates administrative processes, communicates priorities and instructions, ensures timely follow-up, and liaises with senior internal and external stakeholders. Working in a fast-paced environment, the position requires exceptional organization, interpersonal skills, sound judgment and the ability to independently manage competing priorities. The Executive Secretary also handles sensitive and confidential matters with discretion, tact, and diplomacy.

As the successful candidate, your main responsibilities will include:

• Manage complex executive calendars for the CMOH and DCMOHs, prioritizing meeting requests, resolving scheduling conflicts, coordinating travel and preparing meeting materials.
• Monitor and triage executive and shared inboxes, action requests, correspondence, and inquiries, ensuring priority and sensitive matters are appropriately addressed or escalated.
• Coordinate briefing materials, correspondence, action requests, and bring-forward systems to ensure deadlines are met and leaders have timely information for decision-making.
• Oversee records and information management, including electronic filing systems, confidential records, and time-sensitive searches and submissions related to ATIA, legal, audit, and operational requests.
• Coordinate financial administration, including expense claims, procurement, invoices, contracts and grants, budget tracking, hosting documentation and senior-level approval processes.
• Lead day-to-day office administration, including employee onboarding and offboarding, service requests, worksite activities, employee recognition, shared directories and operational continuity.
• Provide leadership, guidance, coaching, and cross-coverage to administrative staff, supporting consistent administrative practices and effective use of Microsoft 365, SharePoint, Teams, Outlook, 1GX and other business systems.
• Identify administrative and business-process challenges and lead continuous improvement initiatives, recommending and implementing practical enhancements that strengthen efficiency, compliance, service excellence and office effectiveness.

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

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:

• Demonstrated experience providing senior-level administrative or executive support in a complex, fast-paced environment.
• Exceptional organizational and time-management skills, with the ability to manage complex calendars, competing priorities, tight deadlines and sensitive requests.
• Strong written and verbal communication skills, including experience preparing correspondence, briefing materials and communicating professionally with senior leaders and stakeholders.
• Experience with financial and office administration, including expense claims, procurement, invoices, budget tracking, contracts and approval processes.
• Knowledge of records and information management practices, with the ability to handle confidential, sensitive, legal, audit and access-to-information records with discretion.
• Advanced proficiency with Microsoft 365, Outlook, Teams, SharePoint, and related business and administrative systems, such as 1GX, ARTS and BERNIE, is an asset.
• Proven judgment, discretion, diplomacy and problem-solving skills, particularly when managing confidential information and resolving competing or sensitive priorities.
• Demonstrated ability to provide administrative leadership, guidance and coaching, while identifying opportunities to streamline processes and improve operational effectiveness.

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

Notes

Hours of work – 36.25 per week.

Location – ATB Place North Tower (10025 Jasper Ave, 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.

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