Executive Assistant

Government of Alberta•Edmonton, AB

2d•CA$57,215 - CA$72,395•Onsite

About The Position

The Ministry of Assisted Living and Social Services leads housing, assisted living and continuing care, seniors, income, employment and homelessness supports, disability services, and other social-based programs. The Seniors Strategic Planning Branch undertakes research, policy analysis and development and planning activities on issues of relevance to seniors and the aging population and provides leadership within the ministry, and across government, with respect to these issues. The Branch also collaborates with other ministries, levels of government and community stakeholders to ensure seniors' issues are considered in government initiatives and strategies. As a central figure in our team, you will keep branch operations running smoothly by coordinating administrative work, ensuring accuracy, and delivering tasks on time. You are the go-to resource that empowers the Executive Director, branch staff, and corporate partners to remain organized and fully aligned with all Government of Alberta and department requirements. In this pivotal role, you will proficiently manage a wide range of administrative functions, including budget, human resources, records management, and correspondence. This means you will adeptly balance competing priorities, applying sound judgment and strong attention to detail in every task. You are also instrumental in maintaining consistency across the branch by upholding administrative standards, forms, systems, and processes. Furthermore, you will play a key role in supporting leadership and decision-making. This involves diligently tracking action items, meticulously preparing essential materials, proactively resolving issues, and knowing when to escalate matters for guidance. Your contributions are vital in ensuring information flows efficiently and effectively between the Executive Director, various branch units, and other crucial internal or external stakeholders.

Requirements

High school diploma and three (3) years of related experience in administrative roles or any other related field.
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.

Nice To Haves

Experience with governmental administrative and financial policies, processes, and standards.
Experience with software tools and automated systems and applications such as Microsoft Office including TEAMS, SharePoint, Outlook, and Excel, relevant web/internet applications, workflow and action item management systems (such as Action Request Tracking System (ARTS)), video-conferencing or other equipment required in meetings.
Experience interacting and working collaboratively with a range of government offices including executive-level offices (e.g., Assistant Deputy Minister Office).

Responsibilities

Coordinating and maintaining branch administrative processes, forms, documentation, and related systems.
Reviewing administrative submissions for accuracy, completeness, and compliance with legislation, policy, and procedure.
Providing guidance, troubleshooting, and training on administrative systems and requirements.
Monitoring branch budgets, forecasting expenditures, reconciling costs, and tracking financial reports.
Preparing, reviewing, and processing expense claims, invoices, Procurement Card purchases (P-Card items), and other financial documents.
Supporting human resource administration, including onboarding, transfers, resignations, acting pay, and related forms.
Managing and tracking action requests, correspondence, and follow-up items to ensure deadlines are met.
Supporting the Executive Director with calendar management, meeting logistics, briefing materials, and correspondence.
Maintaining records, filing systems, and bring-forward processes in line with records management requirements.
Liaising with internal teams, corporate service units, and external stakeholders to coordinate information and resolve administrative issues.
Demonstrate basic research skills to compile information for projects.
Communicate Effectively: Possess strong interpersonal and written communication skills to engage diverse audiences, prepare and edit professional correspondence, and ensure clear, timely follow-up.
Demonstrate Exceptional Organization & Time Management: Expertly manage and monitor multiple ongoing tasks, prioritize requests, and ensure functions are completed efficiently within tight timeframes.
Exhibit Meticulous Attention to Detail: Ensure accuracy in keyboarding and document formatting, upholding high standards for all administrative outputs.
Apply Independent Judgment: Make sound decisions autonomously, carefully considering their potential consequences and impact on the Executive Director, branch, and department.
Take Initiative & Work Autonomously: Proactively identify tasks, prioritize your workload, and consistently follow through to ensure successful completion with minimal supervision.
Utilize Research Capabilities: Apply basic research skills to gather and compile necessary information for various projects and requests.