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Senior Office Administrator

3 months ago

Edmonton, Alberta, Canada Government of Alberta Full time

Position Overview

Are you adept at thriving in a dynamic workplace filled with diverse challenges? Do you excel at managing various responsibilities, enhancing workflows, and collaborating with team members? If this resonates with you, the role of Administrative Coordinator within the Government of Alberta could be an excellent opportunity.

The Administrative Coordinator plays a vital role in the Deputy Minister's Office (DMO), acting as a bridge between external partners, the Minister's Office, internal executive teams, and other governmental departments.

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

Key Responsibilities:

  • Overseeing the daily operations of the Deputy Minister's Office, including scheduling and organizing meetings and general office logistics.
  • Efficiently managing the Deputy Minister's calendar, meeting requests, emails, and travel arrangements.
  • Preparing comprehensive meeting packages for the Deputy Minister, ensuring all relevant materials are available prior to meetings.
  • Conducting research and drafting correspondence for the Deputy Minister's approval, while meticulously proofreading documents for accuracy and proper formatting.
  • Maintaining a tracking system for assignments, meetings, and projects to ensure deadlines are met, and monitoring timelines for all Action Requests.
  • Creating 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 leading or participating in special projects to address these challenges.
  • Building and nurturing strong, supportive relationships with internal stakeholders and external contacts.
  • Coordinating a variety of departmental meetings and events, ensuring all logistical needs are met and preparing necessary documents, agendas, and minutes.
  • Managing records and filing systems efficiently.

Qualifications:

  • Demonstrated excellence in time management, organizational, and coordination skills while upholding a high standard of professionalism and confidentiality.
  • Ability to operate independently with a high level of initiative.
  • Exceptional verbal and written communication skills, capable of engaging effectively with government executives and key stakeholders.
  • Strong public relations skills, including professionalism, relationship-building, and diplomacy.
  • Proficient in multitasking and organizing competing priorities with tight deadlines.
  • Political awareness: adept at navigating complex scenarios within large organizations, including conflict resolution and collaborative negotiation skills.
  • Sound judgment and proactive initiative.
  • Outstanding organizational skills with a keen attention to detail.
  • Experience in prioritizing tasks effectively.