Assistant to Executive Director

Government of Alberta•Edmonton, AB

5d•Onsite

About The Position

The Ministry of Primary and Preventative Health Services is dedicated to building a more resilient and sustainable health care system for Albertans. This involves ensuring timely access to care, addressing health challenges, improving health outcomes, and maintaining fiscal responsibility. The ministry's work spans public health protection, wellness promotion, health service coordination and delivery, system planning, information technology, healthcare regulation, and funding. This role reports to the Executive Directors of Project Management and System Governance and System Value and Innovation. The Administrative Assistant is crucial for the effective and efficient operation of these branches. The position is responsible for all office administration policies and procedures, overseeing action requests, preparing briefing materials, coordinating and tracking branch activities, and managing financial activities including quarterly forecasts, monthly timesheets, and special projects. The ability to deliver high-quality services under tight deadlines is essential.

Requirements

High school diploma and three years of related experience; or equivalent as described below.
One year of experience for one year of education or One year of education for one year of experience.
Knowledge/experience of Microsoft Office Suite including Word, PowerPoint, Excel, Outlook, Visio, and SharePoint.
Knowledge of administrative procedures, human resource policy and government financial policies.
Understanding of the Alberta Health system.
Ability to prioritize heavy workload and cope with changing priorities and deadlines.
Knowledge of ARTS, lGX, Service Now and BERNIE.
Experience preparing and providing written reports, researching, analysis, briefing notes, letters, and presentations.
Effective communications skills (written and oral) to collaborate effectively with colleagues and with internal as well as external stakeholders.
Organization and prioritization skills to balance multiple ongoing projects at one time and ability to meet tight timelines.

Responsibilities

Manage all aspects of scheduling for the Executive Directors (ED) including scheduling and prioritizing meetings, tracking deadlines, ensuring meeting materials are ready and available, preparing meeting agendas, recording and distributing meeting minutes.
Coordinate efforts with external stakeholders' administrators in administrative and logistics support of meetings.
Coordinate responses to Action Requests and Ministerial Briefings including distribution, follow-up, review and editing for grammar and style.
Review and handle all incoming correspondence such as meeting notices, general information requests, urgent matters and Coordinate travel and accommodation arrangements for the EDs as required.
Track deadlines for projects and assignment (e.g. business plan responses, targets and measures information) and ensure submissions meet target timelines and coordinate workflow.
Manage branch records to ensure appropriate coding, storage and retrieval, maintaining all the EDs' office files according to iRIM policies and procedures.
Provide direction and advice to other staff relating to administrative policies and procedures to ensure processes are aligned with ministry and government-wide protocols.
Track financial expenditures and assist with forecasting as directed by the EDs.
Administer branch budget including conducting basic analysis of expenditures, roll-up and reporting of figures, monitoring of expenditures and forecasting.
Gather information from branch Team Leads to ensure their needs are incorporated (e.g. travel projections, contract requirements and potential projects).
Prepare monthly budget forecasts for the branch in compliance with guidelines and time frames and track transfers and expenditures for contracts to use as a reference when compiling forecasts.
Design and implement reporting systems for branch activities for the EDs' use.
Recommend and implement corrective action as directed.