Team Lead, Administrative Services

Role Responsibilities

We are looking for a dynamic and detail-oriented professional to join our team in Communications and Public Engagement!

This position plays a critical role in managing executive-level administrative operations, information management systems and team coordination to ensure seamless support for senior leadership.

As the successful candidate, you will demonstrate strong organizational skills, leadership capabilities and proficiency in managing complex workflows in a fast-paced environment. If you are passionate about delivering high-quality service and fostering operational excellence, we invite you to apply.

Role Responsibilities:

• Lead and coordinate Executive Office and departmental information management processes, products and projects to ensure efficient operations and alignment with policies and priorities.
• Maintain confidential working files, records management systems and ensure compliance with retention and disposition schedules.
• Manage the flow of information through various content management tools, ensuring deadlines are met.
• Review and manage executive correspondence and information requests, proactively completing administrative tasks and seeking direction as needed.
• Provide administrative assistance and support for Executive Office projects and initiatives.
• Identify and resolve administrative issues, recommend solutions and develop streamlined processes to enhance efficiency.
• Create templates and procedures to improve clarity and operational effectiveness.
• Prepare status reports and briefings for and on behalf of the Executive Office.
• Liaise with internal and external stakeholders to gather requirements and resolve complex administrative issues.
• Supervise staff, manage workload distribution and foster a collaborative team culture aligned with organizational values.

Please click on this link to view the job description for 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.

This link will assist you with understanding competencies: https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

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

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

Proven administrative services expertise in an integrated Microsoft 365 environment, including SharePoint Online, Outlook, Excel, PowerPoint and OneDrive.

Assets:

• Leadership in managing and coordinating administrative functions across a large department or organization.
• Experience supervising and developing administrative support teams, including performance management, workload planning and conflict resolution.
• Proven ability to lead complex projects and process improvement initiatives where precedents may not exist.
• Strong background in financial reporting and budget management, including preparing submissions, monitoring expenditures and forecasting.
• Expertise in designing and implementing streamlined administrative processes and systems to improve efficiency and consistency.
• Experience preparing executive-level briefings, recommendations and decision-support materials on operational and administrative issues.
• Ability to navigate competing priorities and provide solutions in a fast-paced, high-profile environment.
• Knowledge of government or organizational policies, compliance requirements and governance frameworks related to administration and finance.
• Skilled in stakeholder engagement and collaboration across multiple branches and functional areas.
• Project management certification.
• Experience working with Copilot or other AI-powered assistants in a professional environment.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

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.

Final candidates will be required to undergo a security screening.

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 offer:

• Working for the Alberta Public Service – https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx
• Public Service Pension Plan (PSPP) – https://www.pspp.ca
• Alberta Public Service Benefit Information – https://www.alberta.ca/alberta-public-service-benefits
• Professional learning and development – https://www.alberta.ca/professional-development-support-directive
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca
• Positive workplace culture and work-life balance
• Leadership and mentorship programs