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Executive Operations Assistant
2 months ago
Key Responsibilities
Are you adept at thriving in a dynamic workplace filled with diverse challenges? Do you excel at managing various tasks, enhancing workflows, and collaborating with colleagues? If so, the position of Executive Operations Assistant within the Government of Alberta may align perfectly with your skills.
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, division branches, and other governmental entities.
This role involves addressing complex, high-stakes matters that require discretion and a comprehensive understanding of departmental functions, policies, and procedures.
The primary duties of this role encompass:
- Coordinating the daily operations of the Deputy Minister's Office (DMO), including scheduling and organizing meetings and general office management.
- Efficiently overseeing the Deputy Minister's calendar, managing meeting requests, emails, and arranging travel logistics.
- Compiling meeting materials for the Deputy Minister, ensuring that relevant background information is prepared and available prior to meetings.
- Conducting research and drafting correspondence for the Deputy Minister's approval, while proofreading all communications for accuracy and proper formatting.
- Maintaining a tracking system for assignments, meetings, and projects to ensure deadlines are adhered to, and monitoring timelines for all Action Requests.
- Drafting meeting agendas and minutes for Executive Team gatherings.
- Reconciling expenses, overseeing budget and contract expenditures, and preparing financial forecasts for the Deputy Minister's Office.
- Identifying administrative challenges that could affect office operations; proposing solutions and leading or contributing to special initiatives to address these challenges.
- Fostering and sustaining strong collaborative relationships with internal stakeholders and external contacts.
- Organizing a variety of departmental meetings and events, ensuring all logistical requirements are met, and preparing necessary documents, agendas, and minutes.
- Managing records and filing systems.
To excel in this position, you will need to demonstrate:
- Exceptional time management, organizational, and coordination abilities while upholding a high standard of professionalism and confidentiality.
- A strong capacity for independent thought and action.
- Excellent verbal and written communication skills, with the ability to engage effectively with the Minister's Office and government executives, as well as key stakeholders.
- Public relations expertise, including professionalism, relationship-building, and diplomacy.
- The capability to manage multiple tasks and prioritize conflicting demands with tight deadlines.
- Political insight: a solid understanding of navigating complex situations within large organizations, including skills in conflict resolution and collaborative negotiation.
- Sound judgment and initiative.
- Strong organizational skills and meticulous attention to detail.
- Experience in identifying and establishing priorities.
