Executive Support Specialist

2 weeks ago

Edmonton, Alberta, Canada Government of Alberta Full time

Role Overview

The Government of Alberta is seeking a highly skilled and organized individual to fill the Executive Support position in the Deputy Minister's Office. As a key member of the team, you will serve as a liaison with external stakeholders, internal executive offices, division branches, and other government ministries.

This role requires a thorough knowledge and understanding of departmental operations, policies, and practices. You will be responsible for providing coordination for the day-to-day operation of the Deputy Minister's Office, including scheduling and coordinating meetings and general office logistics, coordinating special projects for the executive team, and reconciling expenses.

Main Responsibilities

  • Manage the Deputy Minister's calendar, meeting requests, emails, and prepare travel arrangements.
  • Liaise with stakeholders to ensure appropriate briefings and documents are provided ahead of meetings.
  • Provide staff with direction and advice on procedures with Action Requests, briefings, and legislation.
  • Act as a branch liaison to ensure accurate and timely information for programs & procedures are provided to the Deputy Minister's Office.
  • Build and maintain strong supportive relationships with internal GoA stakeholders and external contacts.
  • Identify administrative issues with potential to impact the operation of the office; recommend solutions and courses of action to deal with issues.
  • Work on short and long-term assignments on a variety of department or divisional issues. Identify scope of project and deliverables, review requirements, manage project timetables, and produce deliverables including making recommendations and taking appropriate actions.
  • Coordinate a wide range of department or division meetings and events. Identify and secure logistical needs, prepare necessary correspondence, agendas, minutes, etc.
  • Lead and provide support to initiatives and projects that address business needs or integrate various division or department priorities.
  • Review departmental expenditures, commitments, and budget projections.

Requirements

  • Excellent time management, organizational, coordination skills while maintaining a high degree of professionalism and confidentiality.
  • A high-level of independent action and thought.
  • Excellent verbal and written communication skills, including the ability to communicate effectively with offices of government executives and key stakeholders.
  • Public relations skills – professionalism, relationship building, and diplomacy.
  • The ability to multitask and organize conflicting priorities with competing deadlines.
  • Political acumen: have a solid understanding on how to navigate complex situations in large-scale organizations including skills in conflict resolution and collaborative negotiation.
  • Sound judgment and initiative.
  • Excellent organizational skills and a keen eye for detail.
  • Experience in identifying and setting priorities.
  • Excellent coordination, planning, and prioritization skills to ensure critical operational tasks are completed efficiently and accurately.
  • Troubleshooting skills that will enable you to solve issues as they arise.

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