Executive Assistant

Government of Alberta•Edmonton, AB

8d•CA$61,263 - CA$82,021•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 Executive Council ensures effective strategic planning and coordinated policy development across government. If you thrive in a fast-paced environment where no two days are the same, this role offers a unique opportunity to support senior executives, influence strategic outcomes and be at the center of government operations and innovation. This is an exciting opportunity to help establish and shape two new Assistant Deputy Minister (ADM) Offices, developing the processes, practices and ways of working that will support their success. Agility will be essential, as the successful candidate will need to provide the same high standard of executive support in two different ways, adapting to the unique priorities and leadership styles of two exceptional but distinct ADMs. Reporting to the Issues and Initiatives Manager, the Executive Assistant provides comprehensive administrative, operational, and project coordination support to the ADM, Strategic Procurement, and the ADM, Data Strategies and Integration. This role is responsible for overseeing the day-to-day operations of both ADM offices, ensuring the effective management of schedules, priorities and administrative processes. The Executive Assistant acts as a key liaison between the ADM offices, the Deputy Minister’s Office, senior ministry officials and external stakeholders to coordinate information flow, resolve administrative issues, and ensure the ADMs are well informed and prepared for meetings, events and decision-making activities. The position manages divisional action requests and ATIA requests, coordinates special projects and operational initiatives, and supports the resolution of emerging issues. Additionally, the incumbent is responsible for administering a range of financial and contractual activities, including time reporting, invoice tracking and payment, and contract coordination, ensuring compliance with Government of Alberta legislation, regulations, policies and directives.

Requirements

High School Diploma and four years progressively responsible related experience; or equivalent as described below.
Equivalency - Directly related education or experience considered on the basis of: 1 years of education for 1 year of experience; or 1 year of experience for 1 year education
Previous experience providing support to C-suite executives in a large/complex organization.

Nice To Haves

Proven ability to provide executive-level support and coordinate competing priorities in a fast-paced environment.
Strong experience managing complex calendars, meetings, travel and executive schedules.
Demonstrated expertise in coordinating sensitive correspondence, Action Requests and briefing materials.
Exceptional relationship-building skills with senior leaders, executive offices and key stakeholders.
Sound knowledge of financial administration, procurement, contracts, invoices and expense management.
Ability to lead administrative processes, operational projects and cross-divisional initiatives.
Strong judgment, discretion and problem-solving skills in managing confidential information and emerging issues.

Responsibilities

Provide executive and administrative support to two Assistant Deputy Ministers and their executive teams.
Manage complex calendars, meetings, travel arrangements and executive priorities.
Coordinate communication and information flow between ADM Offices, the Deputy Minister’s Office and key stakeholders.
Prepare, coordinate and distribute briefing materials, agendas and meeting documentation.
Lead the tracking, quality control, and timely completion of Action Requests (ARs) and other divisional correspondence.
Manage confidential information and respond proactively to emerging issues and priorities.
Develop and maintain administrative processes, records and tracking systems to support office operations.
Coordinate financial and procurement activities, including invoices, expenses, contracts and purchasing.
Support divisional projects, ATIA requests, HR administration and cross-branch initiatives.
Provide operational advice, problem-solving and coordination to ensure the effective functioning of both ADM Offices.