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Executive Secretary, Ops
4 months ago
**Job Information**:
Job Requisition ID: 43852
Ministry: Education
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Regular/Temporary: Permanent
Scope: Open Competition
Closing Date: June 14, 2023
Classification: Executive Support 2
**About Us**:
**Ministry of Education**
Through safe and caring schools for all students, Alberta’s government is making life better by investing in education - one of the most important investments we can make in our future. The Ministry has the following responsibilities: develop curriculum and set standards; evaluate curriculum and assess outcomes; teacher development and certification; support students with diverse learning needs; fund and support school boards; First Nations, Métis and Inuit and Francophone education; and oversees basic education policy and regulations
**Role**:
The Executive Secretary manages and coordinates the day-to-day operations of the office of the Assistant Deputy Minister, System Excellence. The Executive Secretary will be working in an exciting and fast-paced environment in the Assistant Deputy Minister's Office and will need to be comfortable moving between and working on multiple tasks concurrently, and, at times, being prepared for new and sometimes urgent tasks on brief notice.
**Responsibilities**:
- Lead administrative functions required for the effective and efficient operation of the System Excellence Division.
- Provide comprehensive administrative services to support the effective and efficient operation of the Assistant Deputy Minister's Office (ADMO).
- Manages and coordinates the Assistant Deputy Minister's calendar, correspondence and schedule effectively and in a timely manner.
- Provides background information, research, briefing materials, and supports special projects, as required
- Prioritizes a high volume of time-sensitive incoming requests from the Minister's office and Deputy Minister's office and bring these items to the attention of the Assistant Deputy Minister/Executive Advisor in a timely manner.
- Establishes and maintains confidential and working files for the Assistant Deputy Minister's office; coordinates storage of files with central records; follows policies for disposition and retention of files; and ensures files are handled in accordance with the Freedom of Information and Protection of Privacy (FOIPP) Act.
**Qualifications**:
High School Diploma and at least four years progressively responsible related experience; or equivalent as described below.
**Equivalency**: Directly related education or experience considered on the basis of:
- One year of education for one year of experience; or
- One year of experience for one year of education.
**Assets**:
- Administrative Professional Certificate would be an asset.
- Highly developed proofreading and editing skills, and keen attention to detail.
- Written and verbal communication skills, including ability to:
- communicate effectively with offices of senior Ministry and government representatives and key stakeholders;
- handle sensitive and/or difficult situations;
- negotiate agreement and commitment to action relating to varied administrative processes.
- Working knowledge and experience with automated systems and software tools used to carry out responsibilities (i.e. Microsoft Outlook, Word, Excel, PowerPoint; Teams; 1GX, ARTS; OPDS; IMTS; IMAGIS; Exclaim; and the internet).
**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:
Critical Competencies:
- **Agility** - Demonstrated ability to manage and adapt to change. Ability to manage human, financial and physical resources within an operating environment.
- **Drive for Results** - Leadership skills, including demonstrated ability and comfort with decision making responsibilities, coaching and teaching, and the ability to inspire and build confidence in others.
- **Develop self and Others** - Proven ability to foster partnerships and to achieve organizational goals within an organization.
- **Build Collaborative Environments** - Strong track record in establishing and maintaining effective working relationships with internal and external stakeholders.
- **Develop Networks **- Ability to foster a climate of cooperation amongst, and build solid relationships with public agencies, government, committees and other partners.
- **Systems Thinking** - Effective leadership abilities combined with a strong commitment to operating within a team environment and the ability to motivate and inspire others to achieve common goals.
- **Creative Problem Solving **- Excellent analytical and decision-making skills.
**Salary**:
$1989.45-2,663.56 ($51,924 - $69,518/year)
**Note
