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Executive Assistant to the Assistant Deputy Minister
2 months ago
Job Summary
The Government of Alberta is seeking a highly skilled and experienced Executive Assistant to provide senior-level administrative support to the Assistant Deputy Minister. This is a critical role that requires exceptional organizational, communication, and leadership skills.
Key Responsibilities
- Maintain the calendar, schedule appointments, coordinate, plan, and organize divisional business events, book facilities, make travel arrangements for the Assistant Deputy Minister, and resolve any issues that arise.
- Maintain accurate and up-to-date human capital documentation and position tracking.
- Provide support to the Assistant Deputy Minister in 1GX as the Workplace Administrator.
- Ensure accurate records and file management.
- Research and prepare background material for executive meetings.
- Monitor, track, and negotiate timelines for Assistant Deputy Minister-related matters.
- Respond directly to day-to-day administrative inquiries on behalf of the Assistant Deputy Minister.
- Assist in the financial aspects for the office of the Assistant Deputy Minister in accordance with established legislation, regulations, policies, and directives.
- Lead ad-hoc administrative initiatives and projects associated with Municipal Affairs (MA) operations.
- Lead the administrative support staff within the division to ensure the team provides strong, essential, and effective administrative support to the leadership team.
- Receive and process highly confidential and sensitive information and demonstrate excellent interpersonal and oral and written communication skills. Provide support in a highly professional manner with a high degree of autonomy, diplomacy, and confidentiality.
- Respond effectively and knowledgeably to emerging issues and take appropriate, and often independent action, within appropriate guidelines.
- Act as an ambassador for the Assistant Deputy Minister, ensuring effective stakeholder management, and exhibiting strong interpersonal relationship and problem-solving skills when dealing with internal and external stakeholders.
- Contribute and provide leadership advice to the department-wide administrative professionals team through the Administrative Professionals' Community of Practice.
- Provide administrative support to various committees the Assistant Deputy Minister may chair.
- Provide administrative cover-off for the Executive Coordinator in the Deputy Minister's Office.
Requirements
- Strong leadership, management, and project planning skills.
- Strong understanding of administrative and operational service policies, guidelines, and standards.
- Strong relationship-building and conflict resolution skills.
- Strong organizational and priority-setting skills with the ability to manage multiple issues at any given time.
- Information research, analysis, and evaluation skills.
