Executive Assistant

4 months ago

Edmonton, Canada Government of Alberta Full time

Role Responsibilities

The Executive Assistant provides coordination for the day-to-day operations of the Assistant Deputy Minister’s Office, including scheduling and coordinating meetings and general office logistics, and coordinating special projects for the divisional leadership team. 

The position effectively manages the Assistant Deputy Minister’s (ADM) calendar, meeting requests, e-mails and prepares travel arrangements.

As the first point of contact to the ADM’s office, the Executive Assistant represents the Office when communicating with staff from other executive offices (i.e., the Deputy Minister’s Office or other ADM Offices), as well as internal and external stakeholders. The position is responsible for coordinating and assisting with information and workflows and providing administrative support to colleagues. The position works with a great deal of independence within current legislative requirements, administrative policies and procedures, including the mandate of the department’s business plan as it relates to the ADM’s Office.

The Executive Assistant’s primary responsibilities include:

Managing administrative operations and processes within an executive office. This support will ensure effective and efficient operation of the office, including:

o managing and coordinating the ADM’s calendar/meeting schedule in the context of conflicting and changing priorities to ensure efficient time management.
o coordinating information flow to ensure time sensitive issues are addressed in a timely manner.

Supporting the division with general administrative functions such as human resource management issues including on-boarding and transfers of staff within the ADMO Reviewing divisional expenditures, commitments, and budget projections, including leading accounts payable and forecast management for the ADM Office (e.g., highly skilled using 1GX and related systems) Providing staff with direction and advice on procedures with Action Requests, briefings, and legislation, including initiating, assigning, monitoring, and tracking correspondence and briefing notes through the Action Request Tracking System (ARTS) and the collection of FOIP responses. Reviewing correspondence for accuracy, grammar, and proper formatting. Acting as a liaison to ensure accurate and timely information for programs and procedures are provided to the ADM’s Office. Managing business deliverables within changing timelines and with the ability to adapt, prioritize and coordinate these activities.  Building and maintaining strong supportive relationships with internal GOA stakeholders and external contacts.  Working on short and long-term assignments on a variety of divisional or branch issues, including identifying the scope of project and deliverables, reviewing requirements, managing project timetables, and producing deliverables including making recommendations and taking appropriate actions Coordinating a wide range of division or branch meetings and events, including identifying and securing logistical needs, preparing necessary correspondence, agendas, minutes etc.  Identifying administrative issues with potential to impact the operation of the ADM’s Office; recommend solutions and courses of action to deal with issues. Managing ADMO/divisional records. Leading and providing support to initiatives and projects that address business needs or integrate various branch or division priorities.

.

To be successful in this role, the candidate will be required to demonstrate:

A high-level of independent action and thought aligned with the divisional priorities. Superior verbal and written communication skills, including the ability to communicate effectively with offices of government executives and key stakeholders. Excellent public relations skills – professionalism, relationship building, and diplomacy. Excellent time management and coordination skills while maintaining a high degree of professionalism and confidentiality. The ability to multitask and organize conflicting priorities with competing deadlines. A high degree of political acumen, particularly a solid understanding of how to navigate complex situations in large-scale organizations including skills in conflict resolution and collaborative negotiation. Sound judgment and initiative. Excellent organizational skills and a keen eye for detail. Experience in identifying and setting priorities. Excellent coordination, planning, and prioritization skills to ensure critical operational tasks are completed efficiently and accurately. Troubleshooting skills that will enable you to solve issues as they arise.

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