Executive Secretary to ADM

Government of Alberta•Edmonton, AB

8d•CA$61,623 - CA$82,021•Onsite

About The Position

Alberta Education and Childcare plays a vital role in shaping Alberta’s education system, supporting student success from early childhood through K-12. The ministry collaborates with school authorities, stakeholders, and communities to deliver high-quality education and ensure equitable outcomes for all learners. The Program and System Support Division provides strategic and operational support to ensure effective program delivery, system coordination, and policy alignment across Alberta’s education landscape. The division works closely with senior leadership, stakeholders, and cross-ministry partners to enable informed decision-making and seamless operations. We are seeking a highly organized and proactive Executive Secretary to support the Chief Operating Officer with Program and System Support. In this role, you will lead and coordinate a wide range of administrative functions critical to the effective operation of the division, including managing executive correspondence, overseeing Action Requests, coordinating schedules and meetings, and ensuring seamless communication across senior leadership offices. Reporting to the Director, Executive Operations, you will play a key role in maintaining operational efficiency by tracking priorities, supporting decision-making through briefings and research, and ensuring processes align with government policies and standards.

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 excel in fast paced environments, managing competing deadlines and balancing the heavy workload demands of senior business executives.
Experience booking travel, processing expense claims and preparing financial submissions.
Skilled in routing, reviewing and organizing high volumes of briefing notes and action requests, with attention to detail and prioritization.
Proficiency in Microsoft Office Suite, including Word (editing and formatting), Outlook (meeting scheduling), PowerPoint (presentation development) and Excel (data entry and tracking).
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.
Experience managing Access to Information Act (ATIA) and the Protection of Privacy Act (POPA). requests, ensuring compliance with legislation and organizational standards.

Responsibilities

Lead and coordinate administrative operations to ensure the efficient functioning of the Program and System Support Division.
Administer and oversee the Action Request Tracking System (ARTS), including assigning, tracking, and monitoring Action Requests to ensure compliance with government standards and timelines.
Manage correspondence processes, including reviewing, editing, prioritizing, and routing incoming and outgoing materials for accuracy and alignment with guidelines.
Monitor deadlines and follow up on action items, escalating emerging or high-priority issues to senior leadership as required.
Provide guidance and support on administrative processes, including advising staff on ARTS, correspondence standards, and best practices.
Coordinate the Assistant Deputy Minister’s schedule, including managing calendars, meetings, travel arrangements, and priority setting.
Facilitate effective communication flow, acting as a key liaison between the Assistant Deputy Minister’s office, senior leadership, and internal/external stakeholders.
Prepare and coordinate meeting materials, including agendas, briefing packages, and minutes for leadership meetings and executive discussions.
Maintain records and information management systems, ensuring compliance with Access to Information Act (ATIA) and the Protection of Privacy Act (POPA) legislation, records retention policies, and confidentiality requirements.
Support special projects and executive priorities, including research, briefing development, cross-ministry coordination and occasional executive support to the Deputy Minister’s office.