Executive Assistant

3 weeks ago

Edmonton, Canada Government of Alberta Full time

**Job Information**:
Job Requisition ID: 44663

Ministry: Advanced Education

Location: Edmonton

Full or Part-Time: Full Time

Hours of Work: 36.25 hours per week

Regular/Temporary: Regular (Permanent)

Scope: Open Competition

Closing Date: Friday, August 11, 2023

Classification: Administrative Support 5

**Role**:
The Financial Services Division delivers student loans, grants, scholarships, and awards for Albertans pursuing full-time or part-time post-secondary studies. Additionally, this division delivers broad and varied services and supports, including financial analytics, budgeting, financial reporting, fiscal accountability and sustainability, fiscal analysis, strategic capital planning and financial system management to Advanced Education.

The Executive Assistant has two main administration roles: (1) provide administrative support services to the Executive Directors in Financial Services Division, (2) provide administrative support to the Directors and Managers teams in Post-Secondary Fiscal Oversight and Student Financial Services. The position provides an advisory role to other staff within the division for inquiries and training on administrative policies and procedures for the department, ministerial correspondence, letters, memoranda, briefings, 1GX, and ARTS protocols, policies and procedures.

**The Executive Assistant performs the following tasks as a part of their role**:

- Provide administrative assistance and support to the Executive Directors, Directors, Managers, and branch staff as required.
- Establish and prioritize daily office activities of the Executive Director's offices by reviewing calendars; scheduling appointments with staff, clients, and stakeholders; booking boardrooms; assembling and organizing logistics and background materials for meetings; and organizing teleconferences.
- Manage the supply needs of the branches; Order, receive and verify ordered supplies and stock; Process and route packing slips and any invoices received for payment.
- Administration of contracts, including creating and reviewing contract documentation to ensure completeness, accuracy and compliance with policies and procedures.
- Review incoming correspondence, prioritizing issues and taking appropriate action, as well as tracking and following up on tasks and action items to ensure that tasks have been completed within prescribed deadlines.
- Provide ARTS guidance and support to the staff as required.
- Review, process, monitor and prepare financial documentation in 1GX, which includes coding, verifying the accuracy of, and processing invoices for payment; tracking expenditures; and preparing fiscal year-end accrual documents. Inconsistencies and anomalies found within invoices must be resolved by contacting vendors and Finance officials.
- Prepare and submits expense claims as proxy for the Executive Director, Director and Managers.
- Review expense claims for branch staff in 1GX, ensuring claims are processed in a timely manner and in accordance with the Treasury Board and Finance direction.

**About Us**:
**Ministry of Advanced Education**

Advanced Education supports Albertans by providing the education and training opportunities they need to prepare for the workforce. This is accomplished by: approving programs of study; funding public post-secondary institutions and other adult learning providers; providing financial aid for learners; and, supporting academic research and innovation.

Programs and services are driven by 3 outcomes:
(1) Adult learning opportunities are accessible and affordable for all Albertans;
(2) High-quality education, skills development and research make a positive contribution to Alberta’s economy, society, culture and environment; and,

(3) The adult learning system is accountable and coordinated.

**Qualifications**:
High school diploma and three years of related experience.

**Equivalency**:
Directly related education or experience considered on the basis of:
1 year of education for 1 year of experience; or
1 year of experience for 1 year of education.

**Assets**:

- Knowledge of ARTS Procedure and handling high volume of ARTS Requests.
- Knowledge of office management and financial and administrative tasks.
- Knowledge of Financial Administration Act, Government Organization Act, Public Service Act, Freedom of Information and Protection of Privacy Act, and various departmental statutes and regulations.
- Critical Analysis and Problem Solving Skills.
- Knowledge of office procedures and document & Records Management Practices.

**APS Competencies**:
Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

The link below will assist you with understanding competencies:
In this role, you will contribute to our team by demonstrating the following behavio

  • Executive Assistant

    7 days ago

    Edmonton, Canada Eminent College Full time

    **Executive Assistant - Eminent College, Edmonton, AB, CAN** Eminent College is looking for an experienced Executive Assistant to join our team in Edmonton, AB, CAN. The Executive Assistant will provide administrative support to the executive team and ensure smooth operations of the office. **Responsibilities**: - Manage the executive team's calendars,...

  • Executive Assistant

    1 week ago

    Edmonton, Canada Eminent College Full time

    Executive Assistant - Eminent College, Edmonton, AB, CANEminent College is looking for an experienced Executive Assistant to join our team in Edmonton, AB, CAN. The Executive Assistant will provide administrative support to the executive team and ensure smooth operations of the office.Responsibilities:Manage the executive team's calendars, including...

  • Executive Assistant

    1 month ago

    Edmonton, Canada CarePros Full time

    **Who We Are** CarePros is a leading Children's Services Agency that provides Trauma-Informed Personalized Community Care and Agency Foster Care placements to children and youth living with a range of complex medical and behavioural diagnoses. We focus on cultural connection, family reunification and the transition of complex youth with disabilities into...

  • Executive Assistant

    4 weeks ago

    Edmonton, Canada CarePros Full time

    **Who We Are** CarePros is a leading Children's Services Agency that provides Trauma-Informed Personalized Community Care and Agency Foster Care placements to children and youth living with a range of complex medical and behavioural diagnoses. We focus on cultural connection, family reunification and the transition of complex youth with disabilities into...

  • Executive Assistant

    4 weeks ago

    Edmonton, Canada Everyday People Financial Corp. Full time

    Everyday People Financial Corp. (or “EP”) is a new and growing financial technology (FinTech) consumer finance company. At EP, our people come first. We offer a fun, supportive work environment and encourage authenticity at work. Our team is fun, flexible, self-motivated, and prides themselves on achieving best-in-class service. Reporting to the CEO,...

  • Executive Assistant

    4 weeks ago

    Edmonton, Canada Akash Homes Full time

    Akash Homes is a homebuilder in Alberta focusing on starter and move-up homes. At Akash, we embrace the concept of delivering high quality and value for our customers, while providing it at an attainable price. **Job Overview**: The Executive Assistant will be a critical support role for our senior management, ensuring smooth operations and aiding in our...

  • Executive Assistant

    2 weeks ago

    Edmonton, Canada Randstad Canada Full time

    Do you have an experience working as executive assistant or office manager? If you are an executive assistant with background in accounting or finance we have an exciting permanent opportunity for you in Edmonton.Reporting directly to the seniors executive, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive...

  • Executive Assistant

    2 weeks ago

    Edmonton, Canada Randstad Canada Full time

    Do you have an experience working as executive assistant or office manager? If you are an executive assistant with background in accounting or finance we have an exciting permanent opportunity for you in Edmonton.Reporting directly to the seniors executive, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive...

  • Executive Assistant

    7 days ago

    Edmonton, Canada Lloyd Sadd Insurance Brokers Full time

    POSITION OVERVIEW Our Executive Assistant is a trusted advisor to the executive team prioritizing trust & confidentiality above all else. You will be required to handle a diverse range of responsibilities while ensuring the utmost discretion in all interactions with employees, management, and external stakeholders. To excel, you will possess meticulous...

  • Executive Assistant

    2 weeks ago

    Edmonton, Canada AMA - Alberta Motor Association Full time

    As the Executive Assistant to the VP of Marketing, you are responsible for significant aspects of executive support including managing schedules, key deliverables, coordinating events and preparing executive level communications and reports. You have a high degree of accuracy and velocity and thrive

  • Executive Assistant

    1 month ago

    Edmonton, Canada REACH Edmonton Full time

    JOB POSTING **REACH Edmonton** **Executive Assistant - **Alberta Centre to End Trafficking in Persons (ACETIP) **What’s the opportunity?** The Alberta Centre to End Trafficking in Persons (ACETIP) is a not-for-profit organization that works in collaboration with community-based organizations and in partnership with the Ministry of Public Safety and...

  • Executive Assistant

    1 month ago

    Edmonton, Canada Canadian Diamond Boyz Full time

    '''Duties''' - Provide high-level administrative support to executives and senior management - Manage executive calendars, schedule appointments, and coordinate meetings - Prepare and distribute meeting agendas, minutes, and other relevant materials - Conduct research, compile data, and prepare reports as needed - Handle sensitive and confidential...

  • Executive Assistant

    1 month ago

    Edmonton, Canada Treaty 8 Urban Child & Family Services Full time

    **Employment Opportunity Executive Assistant** **The Nations of Treaty 8 Urban Child & Family Services is seeking an energetic and dynamic full-time Executive Assistant to provide administrative and professional assistance and services in the daily operations of the urban office. The Executive Assistant will report directly to the Chief Administrative...

  • Executive Assistant

    3 weeks ago

    Edmonton, Canada AMA - Alberta Motor Association Full time

    As the Executive Assistant to the VP of Marketing, you are responsible for significant aspects of executive support including managing schedules, key deliverables, coordinating events and preparing executive level communications and reports. You have a high degree of accuracy and velocity and thrive on a deadline. You have the ability to manage multiple...

  • Executive Assistant

    3 weeks ago

    Edmonton, Canada AMA - Alberta Motor Association Full time

    As the Executive Assistant to the VP of Marketing, you are responsible for significant aspects of executive support including managing schedules, key deliverables, coordinating events and preparing executive level communications and reports. You have a high degree of accuracy and velocity and thrive on a deadline. You have the ability to manage multiple...

  • Executive Assistant

    2 weeks ago

    Edmonton, Canada AMA - Alberta Motor Association Full time

    As the Executive Assistant to the VP of Marketing, you are responsible for significant aspects of executive support including managing schedules, key deliverables, coordinating events and preparing executive level communications and reports. You have a high degree of accuracy and velocity and thrive on a deadline. You have the ability to manage multiple...

  • Executive Assistant

    4 weeks ago

    Edmonton, Canada Edmonton Social Planning Council Full time

    **Executive Assistant - 28 hours/week** The Edmonton Social Planning Council (ESPC) is a charitable, non-profit social research and advocacy organization established in 1940. Role: Provide administrative support to the Executive Director and Board of Directors. Type and proofread letters, reports, minutes, and other documents. Open and distribute regular...

  • Executive Assistant

    1 month ago

    Edmonton, Alberta, Canada CDI Spaces Full time

    Salary: Job Description:CDI Spaces is seeking a skilled Executive Assistant to join our team. The ideal candidate is detail-oriented, highly organized, and enjoys supporting senior leadership in a fast-paced environment. As an Executive Assistant, you will play a crucial role in ensuring the smooth operation of our business by providing administrative...

  • Executive Assistant

    4 weeks ago

    Edmonton, Canada University of Alberta Full time

    **SCI GlycoNet**: - Competition No. **S104852679** - Posting Date **Mar 04, 2024** - Closing Date **Mar 22, 2024** - Position Type **Full Time - Grant Funded** - Salary Range **$59,224 to $80,437 per year** - Grade **08** - Hours **40** This position is a part of the Non-Academic Staff Association (NASA). This position has a term length of 2 years,...

  • Executive Assistant

    1 week ago

    Edmonton, AB, Canada Randstad Canada Full time

    Do you have an experience working as executive assistant or office manager? If you are an executive assistant with background in accounting or finance we have an exciting permanent opportunity for you in Edmonton. Reporting directly to the seniors executive, the Executive Assistant provides executive support in a one-on-one working relationship. The...