Executive Assistant

5 days ago

Edmonton, Canada Government of Alberta Full time

**Job Information**

Job Requisition ID: 56368
Ministry: Health
Location: Edmonton
Full or Part-Time: Full-time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Temporary, up to 18 months
Scope: Open Competition
Closing Date**:April 15, 2024**
Classification: Administrative Support 5

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

The Ministry of Health leads work in the areas of Alberta health insurance and benefits, doctors, hospitals and facilities, and other healthcare supports and information. For more information on the work Alberta Health does, visit this link:
**Role Responsibilities**:
As the **Assistant to the Executive Director **of ENMOC, the incumbent provides support to the Executive Director by handling day to day administrative matters within the branch, maintaining calendar, scheduling complex meetings/workshops, preparation of meeting folders, coordination of briefing materials to support decision making, prioritization and delegation of incoming correspondence, responding to routine correspondence, and management of a variety of administrative projects.

As the Branch's administrative coordinator, the incumbent must ensure that branch administrative requests are completed by coordinating with the Executive Director and program team members. This position also coordinates the branch's action requests to ensure they are routed to the appropriate person, completed within timelines and edited/formatted according to MCU and ARTS guidelines. The incumbent must possess excellent communication skills, and exercise sound judgement and personal initiative in a fast-paced working environment.

This position performs a lead role to coordinate the delivery of administrative services to the branch.

**Responsibilities include**:

- Manage all administrative operations of the ENMOC Executive Director's Office.
- Maintain the Executive Director's calendar, prepare meeting files, ensures all meeting materials are available for the Executive Director's review prior to meetings.
- Review incoming correspondence (internal, external and electronic) for Executive Director.
- Provide support for financial reporting related to public disclosure of travel and expenses protocol.
- Prepare invoices for payment and liaise with budget analyst in order to support Executive Director's execution of monthly budget forecasts.
- Review, assign priority, and ensure incoming Action Requests, Alberta Connects, and other correspondence are responded to in a timely manner. Responses are either drafted by the incumbent independently or the incumbent assigns Action Requests to other project team members.
- Ensure urgent requests are escalated as required for response within available timeframes.
- Organize/coordinate workshops and planning sessions with internal and external stakeholders.
- Maintain accuracy of all Executive Director's Office files according to iRIM policies and procedures.
- Take minutes for branch management team, Project governance committees and planning meetings with our prime vendor. This includes preparing agendas, minutes and following up on action items.
- Assist in the preparation of presentations by drafting outlines, presentations, speaking notes by researching files and consulting with other staff.

**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:

- Drive for Results. Works to exceed goals and partner with others to achieve objectives. Role will have responsibility to ensure that governance bodies of the Initiative receive their agenda packages on time. This will require the individual to coordinate with internal and vendor team resources to ensure required materials are provided on time.
- Develop Networks. Works on maintaining close relations with all stakeholders. Develop networks with the assistants of all Executive Directors with roles on Program Steering committee and with all ADMOs who have roles on program Leadership Team.
- Creative Problem Solving. Focuses on continuous improvement and increasing breadth of insight. Continually look for opportunities to and initiate the transition of administrative tasks to this role in supporting the project team in completing their detailed technical work.

**Qualifications**:
A **High School Diploma** and a minimum of **three (3) years** of related senior administrative experience is required.

**Required experience** includes:

- Sound senior administrative support skills.
- Strong computer skills, good knowledge of appropriate software and ability to organize data logically (e.g. Microsoft Word, Excel, Visio, Teams, SharePoint and Power Point)
- Thorough knowledge of general executive office administrative procedures
- Excel

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