Executive Support

3 hours ago

Edmonton, Canada Government of Alberta Full time

Role Responsibilities

The Executive Assistant is a key member of the Deputy Minister’s Office (DMO) and serves as a liaison with external stakeholders, the Minister’s Office, internal executive offices, division branches and other government Ministries. 

You will deal with challenging, high-profile issues of sensitive and confidential nature and will require a thorough knowledge and understanding of departmental operations, policies and practices. 

The main responsibilities of this position include:

Providing coordination for the day-to-day operation of the Deputy Minister’s Office (DMO) (e.g. scheduling and coordinating meetings and general office logistics) Effectively managing Deputy Minister’s calendar, meeting requests, e-mails and preparing travel arrangements Preparing meeting packages for the Deputy Minister, ensuring background related material is available and provided ahead of meetings Researching information and composing correspondence for the Deputy Minister’s signature and proof-reading prepared correspondence for accuracy, grammar and proper format Maintaining a “bring-forward” database for assignments, meetings and projects to ensure timelines are met Preparing meeting agendas and minutes for Executive Team meetings Reconciling expenses, monitoring budget and contract expenditures and preparing forecasts for the Deputy Minister’s Office Identifying administrative issues with potential to impact the operation of the office; recommend solutions and courses of action to deal with issues. Lead or contribute to special projects to address the issues Building and maintaining strong supportive relationships with internal GoA stakeholders and external contacts Coordinating a wide range of department meetings and events. Identify and secure logistical needs, prepare necessary correspondence, agendas, minutes, etc. Records and file management

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

Excellent time management, organizational and coordination skills while maintaining a high degree of professionalism and confidentiality. A high-level of independent action and thought Excellent verbal and written communication skills, including the ability to communicate effectively with offices of the Minister and government executives as well as key stakeholders Public relations skills – professionalism, relationship building and diplomacy The ability to multitask and organize conflicting priorities with competing deadlines Political acumen: have a solid understanding on 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

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