Administrative Coordinator

3 weeks ago

Edmonton, Alberta, Canada Government of Alberta Full time

Key Responsibilities

Are you adept at thriving in a dynamic work environment where each day presents new challenges? If you excel at managing multiple responsibilities, enhancing workflows, and collaborating with diverse teams, the role of Administrative Coordinator within the Government of Alberta may be an ideal opportunity for you.

As an integral member of the Deputy Minister's Office (DMO), you will act as a vital link between external partners, the Minister's Office, internal executive teams, and various government departments.

This position involves handling complex, high-stakes matters that require discretion and a comprehensive understanding of departmental functions, policies, and procedures.

The primary duties of this role encompass:

  • Overseeing the daily operations of the Deputy Minister's Office (DMO), including the organization of meetings and general office logistics.
  • Efficiently managing the Deputy Minister's schedule, meeting requests, emails, and travel arrangements.
  • Compiling meeting materials for the Deputy Minister, ensuring that relevant background information is prepared in advance.
  • Conducting research and drafting correspondence for the Deputy Minister's approval, while ensuring accuracy and proper formatting.
  • Maintaining a tracking system for assignments, meetings, and projects to ensure deadlines are adhered to. Monitoring timelines for all Action Requests.
  • Preparing agendas and minutes for Executive Team meetings.
  • Reconciling expenses, overseeing budget and contract expenditures, and preparing financial forecasts for the Deputy Minister's Office.
  • Identifying administrative challenges that may affect office operations; proposing solutions and strategies to address these issues. Leading or contributing to special initiatives as needed.
  • Fostering and sustaining strong collaborative relationships with internal stakeholders and external contacts.
  • Coordinating a variety of departmental meetings and events, including logistical arrangements, correspondence, agendas, and minutes.
  • Managing records and filing systems efficiently.

To excel in this position, you will need to demonstrate:

  • Exceptional time management, organizational, and coordination abilities while upholding a high level of professionalism and confidentiality.
  • A strong capacity for independent thought and action.
  • Outstanding verbal and written communication skills, enabling effective interaction with the Minister's Office and government executives, as well as key stakeholders.
  • Proficient public relations skills, including professionalism, relationship building, and diplomacy.
  • The ability to prioritize and manage multiple tasks with competing deadlines.
  • Political insight: a solid understanding of navigating complex scenarios within large organizations, including conflict resolution and collaborative negotiation skills.
  • Sound judgment and initiative.
  • Excellent organizational skills with a keen attention to detail.
  • Experience in identifying and establishing priorities.

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