Assistant to Executive Director

Government of Alberta•Edmonton, AB

4d•CA$57,215 - CA$72,395•Onsite

About The Position

The Ministry of Primary and Preventative Health Services is seeking a highly organized, proactive, and detail-oriented administrative professional to support the Executive Director and branch leadership team. This role is central to ensuring smooth daily operations, effective communication, and strong administrative processes across the branch. The Assistant to Executive Director is a key contributor to operational excellence, providing broad administrative expertise and ensuring the smooth functioning of day-to-day activities that support strategic work across the Branch. This role 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.

Requirements

High school diploma and three years of related experience.
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.

Nice To Haves

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.
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.

Responsibilities

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.
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.
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.