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Executive Assistant

4 months ago

Edmonton, Canada Government of Alberta Full time

**Job Information**

Job Requisition ID: 54123
Ministry: Health
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Permanent
Scope: Open Competition
Closing Date: March 21, 2024
Classification: Executive Support 3

**Salary**: $2,137.17 to $3,043.79 bi-weekly ($55,780 - $79,442/year)

The Ministry of Health works to ensure Albertans receive the right health care services, at the right time, in the right place, provided by the right health care providers and teams.

Alberta Health is responsible for:

- Setting policy, legislation and standards for the health system in Alberta allocating health funding
- Administering provincial programs such as the Alberta Health Care Insurance Plan
- Providing expertise on communicable disease control
- Implementing and ensuring compliance with government policy

**Role Responsibilities**:
While providing support in the Deputy Minister’s Office, you will serve as a liaison with external stakeholders, internal executive offices, division branches and other government Ministries. You will deal with challenging, high-profile issues of sensitive and confidential nature and require a thorough knowledge and understanding of departmental operations, policies and practices.

Main responsibilities for the Executive Assistant position includes:

- Providing coordination for the day-to-day operation of the Deputy Minister’s Office (DMO) (e.g. scheduling and coordinating meetings and general office logistics), coordinating special projects for the executive
- Reconciling expenses in 1GX.
- Liaising with DMO to ensure appropriate briefings provided ahead of meetings
- Providing staff with direction and advice on procedures with Action Requests, briefings and legislation.
- Acting as a branch liaison to ensure accurate and timely information within program/procedures is provided to the Deputy Minister’s Office.
- Building and maintaining strong supportive relationships with internal GoA stakeholders and external contacts.
- Identifying administrative issues with potential to impact the operation of the Executive’s Office; recommend solutions and courses of action to deal with issues.
- Working on short and long-term assignments on a variety of department or divisional issues. Identify scope of project and deliverables, review support requirements and obtain as necessary, manage project timetables and produce deliverables including making recommendations and taking appropriate actions.
- Coordinating a wide range of department or division meetings and events. Identify and secure logístical needs, prepare necessary correspondence, agendas, minutes etc.
- Leading and providing support to initiatives and projects that address business needs or integrate various division or department priorities.
- Reviewing departmental expenditures, commitments and budget projections.
- Demonstrating excellent time management, organizational, coordination and tracking skills while maintaining a high degree of professionalism and confidentiality.

**Role Responsibilities (continued)**:
To be successful in the role, you will be required to demonstrate:

- A high-level of independent action and thought.
- Excellent verbal and written communication skills, including the ability to communicate effectively with offices of government executives and key stakeholders.
- Public relations skills - professionalism, relationship building and diplomacy.
- The ability to multitask and organize conflicting priorities with competing deadlines.
- Political acumen: have a solid understanding on how to navigate complex situations in large-scale organizations including skills in conflict resolution and collaborative negotiation.
- Sound judgment and initiative.
- Excellent organizational skills and a keen eye for detail.
- Experience in identifying and setting priorities.
- Excellent coordination, planning, and prioritization skills to ensure critical operational tasks are completed efficiently and accurately.
- Troubleshooting skills that will enable you to solve issues as they arise.

**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 **-** You demonstrate the ability to manage and adapt to change. You are able to manage human, financial and physical resources within an operating environment.
**DRIVE FOR RESULTS **-** You possess leadership skills, including demonstrated ability and comfort with decision making responsibilities, coaching and teaching, and the ability to inspire and build confidence in others.
**BUILD COLLABORATIVE ENVIRONMENTS **-** **You have a strong track record in establishing and maintaining effective working relationships with internal a