Executive Administrative Assistant

1 week ago

Regina, Canada Ministry Full time

Job Description - Executive Administrative Assistant (ADM023755)

Executive Administrative Assistant - ADM023755

Employment Type : Permanent Full-time

Location(s) Ministry

Ministry : 023 Energy and Resources

Salary Range : $4129-$5371 Monthly

Grade : MCP.02.

The Saskatchewan Ministry of Energy and Resources' Saskatchewan Geological Survey Branch (SGS) is responsible for investigating, managing and distributing information on the geology and mineral and petroleum resources of the province.

The SGS is seeking a highly motivated, adaptable, and organized individual to provide senior administrative support to the Chief Geologist/Executive Director and the branch. Our candidate of choice will be a confident self-starter who demonstrates reliability, flexibility, professionalism and who is courteous, attentive to detail, and capable of meeting new challenges while supporting a team environment and maintaining a positive attitude. 

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

  • Providing overall administrative management for the branch;
  • Managing the Executive Director's calendar through collaboration, prioritization and scheduling;
  • Assembling briefing and background materials in preparations for meetings;
  • Drafting, recording, proofreading and/or editing a variety of correspondence in accordance with Government of Saskatchewan visual identity standards;
  • Participating in and coordinating management meetings including drafting and distributing agendas and recording minutes;
  • Verifying, coding processing, and tracking invoices for approval and payment;
  • Administration of branch budget including compiling expense information and preparing budget reports for review;
  • Facilitating the job posting and hiring process, as well as the onboarding and offboarding processes;
  • Tracking and monitoring action items to ensure deadlines are met;
  • Supervision of SGS administrative staff;
  • Monitoring emails and redirecting requests to team members as appropriate;
  • Monitoring and communicating administrative standards, processes and policies and making improvement recommendations to ensure optimum efficiency;
  • Maintaining manual and electronic filing using the ARMS records management system;
  • Ordering supplies and furniture 

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

  • A formal education in business or office administrative combined with work experience in a similar role;
  • Experience with Government of Saskatchewan policies and protocols (e.g. Financial Administration manual, HR manual, etc.)
  • Experience using a variety of computer software applications such as Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and Adobe; and,
  • Experience supervising, coaching and mentoring staff.
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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