Assistant to Executive Director

Role Responsibilities

Reporting to the Executive Director, Primary Care Transformation and Partnerships the Assistant to Executive Director is a key contributor to operational excellence. This role provides broad administrative expertise and ensures the smooth functioning of day to day activities that support strategic work across the Branch. You will be the organizational anchor for the team, coordinating information, managing workflows, and supporting critical administrative processes that enable the Branch to deliver on its mandate.

The job responsibilities include:
1. Administration & Human Resources Support

• Manage the Executive Director’s calendar, including scheduling meetings and preparing meeting materials.
• Review, track, and follow up on action items and requests from internal and external stakeholders, including ADM Office and other departmental areas.
• Perform records management duties such as filing, archiving, and document destruction in accordance with policies and procedures.
• Maintain content inventories and support branch SharePoint site(s).
• Assist with HR tasks including updating job descriptions, preparing staffing requests, maintaining the organizational chart, and coordinating interviews.
• Draft, edit, and send correspondence, memos, and letters on behalf of the branch or Executive Director.
• Support logistics for official meetings (calendar coordination, binder preparation, hosting, travel arrangements, etc.).
• Coordinate ordering of office supplies, equipment, and related resources.
  
  

2. Branch Operations & Coordination

• Recommend, communicate, and implement administrative processes and procedures to improve branch efficiency.
• Proofread and edit branch documents to ensure accuracy and compliance with legislative and organizational standards.
• Liaise with branch and division staff to support communication and progress toward branch goals.
• Serve as the branch’s Worksite, 1GX, and BERNIE guide for building, employee, and IT-related requests or issues.
• Participate in branch management meetings and support coordination of branch-wide processes.

3. Financial Administration

• Process and track invoices in accordance with financial procedures.
• Collaborate monthly with the Budget Analyst and Executive Director on budget forecasting and salary reporting.
• Complete contract and grant administration tasks, including updating GAMS information.
• Ensure fiscally responsible branch spending on items such as cell phones, computer equipment, and office supplies.
• Prepare and submit expense claims as required.
  
  

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

• Adapt quickly, stay composed under pressure, and take initiative to make things better. 
• Spot opportunities to improve processes and act on them.
• Adjust your approach as situations evolve.
• Stay optimistic and level headed in stressful moments.
• Seek guidance when needed to navigate change effectively.
• Work creatively while respecting organizational guidelines.
  
  

Build Collaborative Environments

• Great work happens when people work well together. 
• Encourage broad thinking and help remove barriers to progress.
• Facilitate open communication and cross team collaboration.
• Anticipate conflict early and help resolve it constructively.
• Recognize others’ contributions and elevate talent.
• Foster commitment and shared ownership across teams.
  
  

Drive for Results

• Motivated by goals and take accountability seriously. 
• Plan using insight from experience.
• Hold yourself and others responsible for delivering outcomes.
• Partner with teams to achieve shared objectives.
• Consistently aim to exceed expectations.
  
  

Creative Problem Solving

• Curious, analytical, and always looking for a better way. 
• Ask thoughtful questions to fully understand challenges.
• Explore new methods to improve results.
• Reflect on what made past projects successful and share your learning.
• Gather diverse data and perspectives to make informed decisions.

Qualifications

Minimum Recruitment Standards
High school diploma and three years of related experience. 

Equivalency: Directly related education or experience considered on the basis of:
1 year of experience for 1 year of education; or
1 year of education for 1 year of experience

The following experience is required: 

• Experience with grant cycles, reporting, and compliance.
• Budget experience with numbers, tracking spending and supporting financial processes.
• Ability to keep people, tasks, and timelines aligned with strong coordination skills.
• Structured, detail oriented, pro-active and reliable with excellent organizational skills.
• Approachable, clear communicator, and able to work with diverse stakeholders with strong people skills.
• Experience using email, spreadsheets, and standard office software with basic desktop skills.
• Effective multitasking being able to manage competing priorities without losing momentum.
• Experience handling high volume workloads in a fast paced environment.
• Experience in process development with improving systems, creating workflows, and standardizing procedures.
• Strong writing, reviewing and editing skills and able to adopt style guides.
  
  

The following experience is considered as assets:

• Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Outlook, Visio, Adobe 2020 (what used to be Adobe Pro).
• Competence and ability to solve problems in 1GX, BERNIE, RIM Hub, GAMS and other Government of Alberta programs.
  
  

The following experience will be given preference:

• Exceptional organizational skills and attention to detail.
• Process and procedural knowledge and execution of related tasks.
• Proficient at coordinating and managing competing priorities.
• Excellent time management skills and ability to meet deadlines.
• Confident in handling change and problem solving.
• Strong interpersonal skills and communication skills.
• Willingness to show initiative and use creative approaches.

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

Hours of work are 08:15 AM to 04:30 PM, Monday to Friday. Full-time permanent position working 36.25 hours per week in downtown Edmonton.

If a security screening is required:

•  Final candidates may 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.

A cover letter outlining how your experience relates to the qualifications of this role is recommended to assess your writing skills.

In your resume, please include dates (including months and years) associated with all education and work experience. For example, January 2006 – June 2009 (part-time). This example is provided for illustrative purposes only. Applicants are encouraged to present their information clearly and thoroughly, using a format that best conveys their experience. 

Links and information on what the GoA have to offer to prospective employees.

• 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.