Assistant to the Executive Director

Government of Alberta•Edmonton, AB

4d•CA$57,215 - CA$72,395•Onsite

About The Position

The Ministry of Mental Health and Addiction is transforming Alberta’s health and social systems to the Alberta Recovery Model, which adopts a recovery-oriented approach for every interaction related to addiction and mental health. A recovery-oriented system of care is a coordinated network of personalized, community-based services for people at risk of or experiencing addiction and mental health challenges. It provides access to a full continuum of services and supports, from prevention and intervention to treatment and recovery. The vision is for every Albertan to have the opportunity to pursue recovery and live a healthy and productive life. The Ministry also liaises with Recovery Alberta, the Centre of Recovery Excellence, the Office of the Alberta Health Advocates, and community-based service providers across the province. Are you the kind of administrative professional who anticipates what’s needed before it’s asked, someone others rely on to keep an executive office running seamlessly? If you thrive in a fast-paced, high-trust environment and take pride in being the calm, capable force behind effective leadership, this role will suit you well. Reporting to the Executive Director of the Community Response and Programs Branch, the Assistant to the Executive Director (AED) provides senior-level administrative and operational support to the Executive Director, Directors, and Branch staff. The role is central to ensuring the effective day-to-day functioning of the Branch through coordination, information management, and oversight of administrative services.

Requirements

High school diploma and three years of related experience.
Progressive administrative support experience in a fast-paced professional environment, including complex calendar management, coordination of meetings, prioritization of competing requests, and preparation of high-quality briefing materials and correspondence for senior leaders.
Experience supporting senior managers or executives, exercising sound judgment, discretion, and professionalism in handling confidential and sensitive information.
Strong organizational and coordination skills, with experience managing information flow, tracking actions, and supporting records or document management processes.
Proficiency with standard office technology and software (e.g., Outlook, Word, Excel, PowerPoint, Adobe Acrobat) to support scheduling, document preparation, tracking, and reporting.
Experience supporting financial and administrative functions such as travel arrangements, expense claims, purchasing or P-Card transactions, budget tracking, and administrative reporting.

Nice To Haves

Knowledge of the Access to Information Act (ATI Act).
Records and information management experience.
Experience coordinating events and executive travel.
Budgeting and forecasting experience.

Responsibilities

Providing high-level administrative support to the Executive Director and Directors, including managing complex and dynamic calendars, scheduling meetings, resolving conflicts, and preparing briefing materials and meeting packages.
Coordinating the flow of information to and from the Branch, including correspondence, Action Requests (ARTS), records management, and Access to Information requests.
Monitoring and tracking the Branch budget, including preparing monthly forecasts and accrued liabilities.
Acting as the primary contact for human resources matters, including coordinating onboarding, and leading staffing documentation and confidential HR files.
Preparing travel arrangements and managing expense claims and P-Card transactions using 1GX.
Managing Branch administrative operations such as service requests, supplies, technology coordination, and facilities.
Coordinating Branch events, meetings, and hosting requirements.
Supervising and providing guidance to other administrative staff within the Branch.