Exec Assistant to The Chair

3 weeks ago

Edmonton, Canada Government of Alberta Full time

**Job Information**

Job Requisition ID: 54748
Ministry: Jobs, Economy and Trade
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 11, 2024
Classification: Executive Support 2

**Salary**: $2,019.30 to $2,703.49 bi-weekly ($52,703 - $70,561/year)

**Role Responsibilities**:
Reporting to the Board Chair, the Executive Assistant to the Chair is a member of the Chair's personal staff and is responsible for providing coordination of the day-to-day operation for the adjudicators. The Executive Assistant to the Chair prepares documents related to the adjudication of disputes, including decisions and correspondence, and is tasked with all file administration for the adjudicators. The Executive Assistant to the Chair is also responsible for the timely and accurate data entry of all decision-related information into the Board's database (CRM). The appropriate collection of this information requires the incumbent to contact internal, departmental and client groups to ensure that the information provided is correct and that no historical gaps exist. The Executive Assistant to the Chair must be politically sensitive to diverse sectors in dealing with Board's stakeholders and Board Members, and be aware of possible conflicts. This position deals with complex issues where there may not be established policies and procedures.

Your main responsibilities will include:

- Managing administrative operations within an Executive Office. This support will ensure effective and efficient operation of the office, including coordinating information flow and schedules to ensure issues are addressed in a timely manner.
- Contribute to setting up administrative processes by using a variety of tools and systems provided by the GoA.
- Build strong relationships within the executive team and other administrative staff.
- Initiate, assign, monitor and track Action Request responses, ensuring due dates are met.
- Review correspondence for accuracy, grammar and proper formatting.
- Act as a branch liaison to ensure accurate and timely information is provided to the Executive Office.
- Managing business deliverables within changing timelines and with the ability to adapt, prioritize and coordinate those activities.
- Build and maintain strong supportive relationships with internal GoA stakeholders and external contacts.
- Financial administration.
- Records management.
- Support the Board with general administrative functions such as BERNIE requests for information technology, 1GX (the enterprise resource planning software used by the Alberta Public Service), staffing request coordination and other transactional responsibilities.

To be successful in this position, you will require:

- Superior organizational abilities
- Excellent proofreading and editing skills
- Strong attention to detail
- Ability to work well under pressure with time sensitive matters with mínimal supervision
- Strong work ethic
- Considerable experience providing executive support at a senior level
- Exceptional communication and interpersonal skills are essential

**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 can adapt quickly to changing landscape and priorities, foster agility in others, and create processes and opportunities that encourage proactive and flexible practices.

**Drive for Results -** You are able to hold true to principles and confront problems directly, taking steps to rectify problem situations.

**Develop Self and Others -** You have a commitment to lifelong learning and the desire to invest in the development of the long-term capability of yourself and others.

**Build Collaborative Environments -** You can promote sharing of expertise among wide-ranging teams to achieve ministry outcomes.

**Develop Networks -** You have the ability to proactively build networks, connect with, and build trust in relationships with stakeholders and colleagues.

**Systems Thinking -** You are able to see both the big picture and the details. You are able to evaluate broad reaching impacts and use the knowledge to inform and process

**Creative Problem Solving -** You have the ability to assess options and implications in new ways to achieve outcomes and solutions.

**Qualifications**:
High School Diploma and four years progressively responsible related experience; or equivalent as described below.

Equivalency - Directly related education or experience considered on the basis of:

- 1 years of education for 1 year of experience; or
- 1 year of experience for 1 year education

Assets:

- Previous experience supporting an executive office
- Pre

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