Executive Assistant

3 months ago

Edmonton, Canada Government of Alberta Full time

**Job Information**

Job Requisition ID: 63037
Ministry: Technology and Innovation
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Temporary
Scope: Open Competition
Closing Date: October 15, 2024
Classification: Administrative Support 5

**Salary**: $1,913.27 to $2,342.49 bi-weekly ($49,936 - $61,138/year)

The passionate and solutions focused people that we hire help us to drive vital programs and services that affect Albertans. Whatever your position is here, you will be a part of something great. Join us

**Role Responsibilities**:
Reporting to the Executive Director, this position provides executive administrative support on a wide range of administrative and reporting responsibilities within the Technology Support and Operations division. This position assists the Directors and Executive Director in ensuring that the branch's objectives are supported and managed on a day-to-day basis.

The Executive Assistant coordinates information flow for the Executive Director’s office and the branch by liaising with the offices of the Assistant Deputy Minister (ADM) and other senior ministry, government and stakeholder representatives, administering the Executive Director's calendar, and coordinating the provision of timely responses to information requests as required.

**Responsibilities**:
Some of the responsibilities of this position include but are not limited to:

- Performing contract, and human resources administration activities for the 1GX branch.
- Coordinating accounts payable services, reviewing and processing expense claims, reviewing and reconciling Procurement Card statements, and managing records.
- Providing back-up support in the Assistant Deputy Minister’s Office in the absence of the executive administrative assistant.
- Providing Executive Director, directors and tower leads with recommendations relating to issues, opportunities, and challenges associated with the administrative operation of the Executive Director’s office and the 1GX branch.
- Coordinating administrative projects for the branch, including implementing project plans, acquiring administrative and other resources, and coordinating and monitoring activities.
- Coordinating Executive Director’s calendar, including scheduling appointments and coordinating arrangements for meetings and travel as required.
- Reviewing, assessing, and tracking information requests directed to and from the Executive Director, identifying and bringing urgent and important concerns and issues to the Executive Director’s attention.
- Monitoring and ordering office supplies and equipment for the Executive Director.
- Maintaining an inventory of equipment and supplies. Facilitating changes, repairs and upgrades of equipment and troubleshoot as required.
- Administering branch human resource requirements including ensuring employee salaries are charged to appropriate cost centres, and liaising with Pay and Benefits representatives to resolve questions and concerns as required.
- Functioning as Service Request Coordinator for the branch, including establishing and maintaining processes to submit employee requests for software, obtaining approvals, procuring software and hardware using appropriate coding, and verifying acceptance and deployment of goods; maintaining data and records as to computer equipment inventory, location, and associated software.
- Developing and maintaining electronic and paper records management systems for the branch, ensuring file listings are current and records disposition services are performed in accordance with relevant guidelines and schedules.

**Role Responsibilities Cont'd**:
This position functions within applicable legislation, policies, guidelines and standards. This position provides comprehensive services to facilitate the efficient and effective operation of the Executive Director’s office and the branch.

This position is required to work with significant independence, prioritize work to meet deadlines, and make sound decisions. This position will face time-sensitive challenges and requires a diversity of program specific knowledge to understand impacts and coordinate with the appropriate staff in ensuring a positive outcome. The position will be working with multiple business areas at the same time, requiring the position to have a degree of political acumen, be a quick learner, and multi-task. The position will exercise good judgment and utilize excellent interpersonal skills in responding to requests for information or services.

Please

**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.

This link will assist you with understanding competencies:

- **Agility**: Ability to anticipate, assess, and readily adapt

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