Executive Coordinator

6 days ago

Regina, Canada Government Of Saskatchewan Full time

Job Description - Executive Coordinator (ADM023683)

Employment Type : Permanent Full-time

Location(s) Ministry

Ministry : 033 Public Service Commission

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

Grade : MCP.02.

About Us

The Public Service Commission (PSC) is the central human resource agency for the Government of Saskatchewan. It fosters a high-performing workforce by implementing strategies for staff recruitment, learning and development, labour relations, employee assistance, workforce planning and organizational development.

The Opportunity

The Corporate Services Division within the Public Service Commission is seeking a well-organized, motivated, pro-active 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;
  • 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 division to ensure optimum efficiency;
  • 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;
  • Posting, retrieving and managing information on SharePoint sites;
  • Supporting the administrative coordination of access and privacy; and,
  • Ordering supplies and handling office equipment repairs and furniture replacement.

Ideal Candidate

The ideal candidate will be an experienced administrative professional who is:

  • Independent, responsible, flexible and confident in order to organize, prioritize and proficiently complete multiple tasks while dealing with frequent interruptions, changing demands and tight deadlines;
  • Discreet in handling sensitive and confidential information;
  • Proficient in managing budget activities and monitoring office expenditures;
  • Approachable, courteous, cooperative 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;
  • Advanced ability using a variety of computer software applications such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint and Adobe Acrobat); and
  • Knowledge of office management and government administrative protocols, records management procedures and basic knowledge of financial accounting principles. 

What we offer

  • Dynamic, challenging work for talented individuals;
  • Vacation, earned days off (EDO) and other types of leave;
  • Inclusive work environments;

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

We are committed to workplace diversity.

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

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