Administrative Assistant to Executive Director

7 days ago

Edmonton, Alberta, Canada Government of Alberta Full time

Job Summary

The Government of Alberta is seeking an experienced Administrative Assistant to support the Executive Directors in the effective and efficient operation of the branches.

Key Responsibilities

  • Manage all aspects of scheduling for the Executive Directors, including scheduling and prioritizing meetings, tracking deadlines, ensuring meeting materials are ready and available, preparing meeting agendas, recording and distributing meeting minutes.
  • Coordinate efforts with external stakeholders' administrators in administrative and logistics support of meetings.
  • Coordinate responses to Action Requests and Ministerial Briefings, including distribution, follow-up, review, and editing for grammar and style.
  • Review and handle all incoming correspondence, such as meeting notices, general information requests, and urgent matters.
  • Coordinate travel and accommodation arrangements for the Executive Directors as required.
  • Track deadlines for projects and assignments, ensuring submissions meet target time-lines and coordinate workflow.
  • Manage branch records to ensure appropriate coding, storage, and retrieval, maintaining all the Executive Directors' office files according to iRIM policies and procedures.
  • Provide direction and advice to other staff relating to administrative policies and procedures to ensure processes are aligned with ministry and government-wide protocols.
  • Track financial expenditures and assist with forecasting as directed by the Executive Directors.
  • Administer branch budget, including conducting basic analysis of expenditures, roll-up and reporting of figures, monitoring of expenditures, and forecasting.
  • Gather information from branch Team Leads to ensure their needs are incorporated, such as travel projections, contract requirements, and potential projects.
  • Prepare monthly budget forecasts for the branch in compliance with guidelines and time frames and track transfers and expenditures for contracts to use as a reference when compiling forecasts.
  • Design and implement reporting systems for branch activities for the Executive Directors' use.
  • Recommend and implement corrective action as directed.

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