Executive Assistant

Government of Alberta•Edmonton, AB

3d•CA$57,215 - CA$72,395•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 Advanced Education in Alberta is a key department of the provincial government responsible for overseeing the post-secondary education system. It plays a vital role in supporting universities, colleges, polytechnic institutions, and apprenticeship programs across the province. In addition, the Ministry works to align education with the needs of Alberta’s economy by promoting skills development, research, and innovation. It collaborates with educational institutions, industry partners, and communities to prepare students for successful careers and to contribute to the province’s economic and social growth. Overall, the Ministry of Advanced Education plays a critical role in shaping Alberta’s future by strengthening its workforce and supporting lifelong learning opportunities for all residents. In a fast-paced government environment like Alberta’s Ministry of Advanced Education, the Executive Assistant plays a critical role in keeping leadership informed, organized, and ready to act. The successful candidate will have the below mentioned responsibilities: Executive Director's Office Administration: Ensuring the efficient and effective operation of the Executive Director's office and supporting Executive Director's branch within the division. Operational Support: Ensuring coordination of operational support processes and services to facilitate effective communication within the branches. ARTS Administration (Action Request Tracking System): Ensuring coordinated, timely, accurate, and appropriate responses to a high volume of action requests within the sector. Financial Administration: Ensuring accurate and timely recording and reporting of financial resources. The position's main administration role is to provide executive support to the Executive Director of the International, Research, and Innovation Branch. The position requires in depth knowledge of branch responsibility areas and the information technology systems used by staff, such as 1GX and the Action Request Tracking System (ARTS). It performs a lead role and coordinates the operational needs of the areas. This includes the delivery of administrative support services in a fast paced, high volume environment; coordination of information requests received from internal and external clients; and liaising with staff from across the division, the Assistant Deputy Minister's and Deputy Minister's offices; the timely coordination of the workflow of correspondence, briefings, and ministerial requests for the branches utilizing ARTS; and acting as the workplace administrator in 1GX.

Requirements

High School Diploma and three years of related experience or a post-secondary diploma supplemented by relevant courses and several years of experience.
Equivalency: Directly related experience or education considered on the basis of: One year of experience for one year of education or One year of education for one year of experience.
Well-developed administrative, organizational, leadership, and research skills.
Ability to exercise considerable judgement in processing and prioritizing work assignments.
Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management systems.
Familiarity with ARTS (Action Request Tracking System), 1GX, or other government administrative systems.
Effective communication, interpersonal and liaison skills to support an effective working relationship with staff, consultants, and institutional stakeholders.
In-depth knowledge of department/government administrative systems, policies and procedures in areas such as finance, human resources, correspondence and records management.
Knowledge of POPA (Protection of Privacy Act) requirements and records management practices.
Must possess a high level of efficiency and be attentive to detail to ensure a high degree of accuracy.
Demonstrated ability to manage confidential and sensitive information with discretion and professionalism.
Demonstrated experience managing complex calendars, correspondence, and executive priorities in a high-volume environment.
Extensive experience providing senior-level administrative support to executive leadership (e.g., Assistant Deputy Minister, Director, Executive Advisor level).
Excellent written and verbal communication skills, including experience reviewing and editing formal correspondence.
Experience coordinating and tracking action requests, briefing materials, and deadlines across multiple stakeholders.
Proven organizational skills with the ability to manage competing priorities and tight timelines.
Experience supporting executive-level meetings, including preparation of agendas, minutes, and briefing packages.

Nice To Haves

Demonstrated ability to coordinate cross-ministry or cross-divisional initiatives.
Experience providing guidance or mentorship to administrative staff within a team or division.
Exposure to policy, program, or education sector environments, particularly within Alberta Education.
Experience organizing travel logistics, events, or stakeholder engagements for senior leadership.

Responsibilities

Executive Director's Office Administration: Ensuring the efficient and effective operation of the Executive Director's office and supporting Executive Director's branch within the division.
Operational Support: Ensuring coordination of operational support processes and services to facilitate effective communication within the branches.
ARTS Administration (Action Request Tracking System): Ensuring coordinated, timely, accurate, and appropriate responses to a high volume of action requests within the sector.
Financial Administration: Ensuring accurate and timely recording and reporting of financial resources.
Provide executive support to the Executive Director of the International, Research, and Innovation Branch.
Perform a lead role and coordinate the operational needs of the areas.
Deliver administrative support services in a fast paced, high volume environment.
Coordinate information requests received from internal and external clients.
Liaise with staff from across the division, the Assistant Deputy Minister's and Deputy Minister's offices.
Timely coordination of the workflow of correspondence, briefings, and ministerial requests for the branches utilizing ARTS.
Act as the workplace administrator in 1GX.
Liaison with the Assistant Deputy Ministers Office and other Executive Directors Offices in the department and across the GOA.
Coordination of administration of the Executive Director's Office (managing the Executive Director's calendar, scheduling meetings, and resolving scheduling conflicts.
Provide daily updates on priorities and timelines, screen and prioritize requests, issues, and correspondence, ensure completeness of materials for the review by the Executive Director.
Manage travel and other expenses, managing budget transactions, and keeping the branch budget information up to date.
Schedule regular branch meetings and developing agendas for these meetings, as well as arranging logistics.
Management of the ARTS (Action Request Tracking System) system in the Executive Director's Office.
Implement administrative policies and procedures in the Executive Director's Office.
Ensure functionality of the equipment for the Executive Director's Office (printer, office supplies, ensuring IT support is available when needed by submitting IT requests).
Assist with on-boarding of New Staff.
Support Executive Director's event planning as required.
Provide an advisory role to other administrative staff within the division for inquiries and training on administrative policies and procedures for the department.
Manage Ministerial correspondence, letters, memoranda, briefings.
Manage 1GX, and ARTS (Action Request Tracking System) protocols and templates.