Executive Coordinator

Job Description - Executive Coordinator (ADM023912)

Employment Type : Permanent Full-time

Salary Range : $4,129 - $5,371 Monthly

Grade : MCP.02.

About Us

Executive Council provides support to the Premier, Cabinet and Cabinet committees. It develops and advances the government’s plan for Saskatchewan and manages how the plan is implemented across government. Intergovernmental Affairs is situated within Executive Council in order to directly support the Premier’s intergovernmental interests. 

The Opportunity

The Protocol Office within Executive Council is the arm of government responsible for the Province of Saskatchewan’s honour and awards programs and state and ceremonial events. They are seeking a highly organized and detail-oriented administrative professional to join us in the role of Executive Coordinator . 

As the Executive Coordinator, you will provide senior level administrative leadership and office management support to the Executive Director and team by:

• Managing the Executive Director’s calendar through collaboration, prioritization and scheduling;
• Assembling all briefing and background materials for the Executive Director in preparation for meetings;
• Administration of the Honours and Awards program, State Ceremonial, and visits of diplomats and foreign delegations, order of precedence, forms of address and flag policy;
• Monitoring the Executive Director’s emails and redirecting requests to other team members as appropriate; 
• Planning, scheduling and coordinating travel and logistics for meetings, training sessions and other events;
• Monitoring administrative processes and making improvements across the branch to ensure optimum efficiency; 
• Liaising with other agencies, staff, ministries, and the public to obtain, exchange, and coordinate or confirm information while maintaining confidentiality and staying within policies and procedures;
• Drafting, recording, proofreading and/or editing a variety of correspondence in accordance with Government of Saskatchewan (GOS) visual identity standards; 
• Participating in and coordinating management meetings including drafting and distributing agendas; recording minutes; and, tracking and monitoring action items to ensure timelines are met;
• Managing incoming and outgoing correspondence ensuring proper distribution;
• Maintaining manual and electronic filing, bring forward and records management systems;
• Verifying, coding, processing and tracking invoices for approval and payment ensuring policy compliance;
• Compiling expense information and preparing budget reports for review; and,
• Ordering supplies and handling office equipment repairs and furniture replacement.

Ideal Candidate

Typically, the knowledge and experience required to achieve the above is obtained through:

About Us

Executive Council provides support to the Premier, Cabinet and Cabinet committees. It develops and advances the government’s plan for Saskatchewan and manages how the plan is implemented across government. Intergovernmental Affairs is situated within Executive Council in order to directly support the Premier’s intergovernmental interests. 

The Opportunity

The Protocol Office within Executive Council is the arm of government responsible for the Province of Saskatchewan’s honour and awards programs and state and ceremonial events. They are seeking a highly organized and detail-oriented administrative professional to join us in the role of Executive Coordinator . 

As the Executive Coordinator, you will provide senior level administrative leadership and office management support to the Executive Director and team by:

• Managing the Executive Director’s calendar through collaboration, prioritization and scheduling;
• Assembling all briefing and background materials for the Executive Director in preparation for meetings;
• Administration of the Honours and Awards program, State Ceremonial, and visits of diplomats and foreign delegations, order of precedence, forms of address and flag policy;
• Monitoring the Executive Director’s emails and redirecting requests to other team members as appropriate; 
• Planning, scheduling and coordinating travel and logistics for meetings, training sessions and other events;
• Monitoring administrative processes and making improvements across the branch to ensure optimum efficiency; 
• Liaising with other agencies, staff, ministries, and the public to obtain, exchange, and coordinate or confirm information while maintaining confidentiality and staying within policies and procedures;
• Drafting, recording, proofreading and/or editing a variety of correspondence in accordance with Government of Saskatchewan (GOS) visual identity standards; 
• Participating in and coordinating management meetings including drafting and distributing agendas; recording minutes; and, tracking and monitoring action items to ensure timelines are met;
• Managing incoming and outgoing correspondence ensuring proper distribution;
• Maintaining manual and electronic filing, bring forward and records management systems;
• Verifying, coding, processing and tracking invoices for approval and payment ensuring policy compliance;
• Compiling expense information and preparing budget reports for review; and,
• Ordering supplies and handling office equipment repairs and furniture replacement.

Ideal Candidate

T

• Independent and confident in order to organize, prioritize and proficiently complete multiple tasks while dealing with frequent interruptions and tight deadlines;
• Possess knowledge of government protocols, policies & procedures;
• Proficient in managing budget activities and monitoring office expenditures; 
• Capable of maintaining a high level of confidentiality;
• Approachable and collaborative in order to build strong working relationships;
• An exceptional communicator both verbally and in writing;
• Innovative in order to identify and make process improvement recommendations; 
• Thorough and accurate to ensure quality work; and,
• Adaptable in order to meet new challenges as they arise . 

Typically, the knowledge and experience required to achieve the above is obtained through:

• A combination of formal education in business or office administration, combined with work experience in a similar role; 
• Knowledge Experience using a variety of computer software applications such as Microsoft Office Suite (Word, Excel, PowerPoint and Outlook); and
• Experience independently leading a project or managing a program.

What We Offer

• Dynamic, challenging work for talented individuals;
• A competitive salary;
• Comprehensive benefits package including pension;
• Vacation, earned days off (EDO) and other types of leave;
• Inclusive work environments;
• Advancement opportunities; and
• Flexible work arrangements.

Note: Candidates that apply may be considered for future permanent and temporary similar positions.

Candidates are also encouraged to highlight how they meet the requirements for this position in their resume and cover letter.

The Government of Saskatchewan provides an environment that is committed to workplace diversity and upholds deep rooted values of Respect and Integrity, Serving Citizens, Excellence and Innovation, and Acting as One Team.

We are committed to workplace diversity.

Hours of Work : A - MANAGEMENT SUPPORT GROUP Office 36 - one day off every two weeks