Executive Assistant

Government of Alberta•Edmonton, AB

45d•CA$60,453 - CA$78,693•Onsite

About The Position

The Alberta Public Service works to build a stronger province for current and future generations. We make a difference in the lives of Albertans through rewarding and diverse career opportunities.The Ministry of Children and Family Services funds programs and services to support vulnerable children, youth, families, and individuals to live safely and succeed in Alberta. This includes providing services and resources to protect children and youth from abuse and neglect, and effectively address harm that has placed them in need of intervention. Mentoring and support services are available to youth transitioning into healthy, productive adults.The ministry also invests in community-based groups that support prevention and early intervention services such as Family Resource Networks, youth emergency shelters as well as programs that raise awareness and help respond to family violence, sexual violence, and abuse. To learn more about our Ministry’s work, please visit: https://www.alberta.ca/children-and-family-services

Requirements

1 year related certificate and 2 years directly related experience or equivalent as described below; and Previous experience supporting senior executives in government or a similarly large and complex organization through an executive office structure.
Directly related education or experience considered based on 1 year of education for 1 year of experience or 1 year of experience for 1 year education.

Nice To Haves

Proven ability to excel in fast paced environments, managing competing deadlines and balancing the heavy workload demands of senior business executives.
Experience coordinating calendars, meeting logistics, agendas, meeting packages and background materials in a senior executive office environment.
An understanding of high level of confidentiality and the importance of political acumen.
Experience booking travel and processing expense claims.
Skilled in routing, reviewing, and organizing high volumes of briefing notes and action requests, with attention to detail and prioritization.
Experience preparing or coordinating onboarding materials, routine status updates, tracking systems, and administrative reports to support executive office workflow.
Proficiency in Microsoft Office Suite, including Word (editing and formatting), Outlook (meeting scheduling), PowerPoint (presentation development) and Excel (data entry and tracking).
Knowledge in TEAMS, SharePoint, AI (Artificial Intelligence) and other platforms will be an asset in this role.
Strong background in records management, maintaining accuracy, compliance and accessibility.
Demonstrated ability to anticipate issues and resolve problems with sound judgment, ensuring smooth operations under pressure.
Proven relationship building skills across diverse networks, fostering collaboration and trust.

Responsibilities

Coordinate day-to-day administrative operations within the Executive Director’s office, including managing information flow, monitoring incoming requests and ensuring matters are directed appropriately through the appropriate person and established office processes. Will be responsible for regional tracking as required within the Executive Director’s office and maintaining and updating monthly information. May provide various support to regional Directors as necessary.
Maintain calendars, schedule meetings, coordinate logistics and assemble meeting packages and background materials. Preparing agenda’s, taking meeting minutes and disseminated appropriate materials when required. Attending meetings with the Executive Director will be necessary in this role when requested.
Liaise with the Assistant Deputy Minister’s Office (ADMO) and senior representatives across the ministry and external stakeholders to support effective communication, coordination and information flow.
Handle sensitive and confidential information with discretion, exercising sound judgment to identify urgent matters and recommend appropriate actions. Strong competencies around political acumen will be necessary in this role.
Support budget administration by tracking expenditures, reconciling routine items and preparing or verifying documentation for completeness and accuracy, including travel, invoices, expense claims, supplies, onboarding, and other office functions as required.
Support coordination of divisional initiatives, meetings, events, routine reporting, status updates, and onboarding materials and administrative information requests as assigned. Maintain TEAMs channels and SharePoint sites when appropriate. Have a strong background with maintaining a busy executive office and be able to mange several tasks at one time.
Maintain contact lists, support records and filing processes, and provide backup administrative support to other executive offices as required. Demonstrate professional, leadership, and an ethical presence in day-to-day work.