Executive Assistant

**Job Information**

Job Requisition ID: 69985
Ministry: Health
Location: Edmonton
Full or Part-Time: Full-time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Permanent
Scope: Open Competition
Closing Date: April 17, 2025
Classification: Administrative Support 5

**Salary**: $1,913.27 to $2,342.49 bi-weekly ($49,936 - $61,139/year)

The Ministry of Health is building a more resilient and sustainable health care system that can support Albertans getting care when and where they need it, while responding to system-wide health challenges, improving health outcomes, and maintaining fiscal responsibility. The ministry supports Albertans’ health and well-being throughout their lives by protecting public health and promoting wellness; coordinating and delivering safe, person-centered, quality health services; health system planning and capital infrastructure planning; supporting innovative information management and technologies; regulating health care; and funding the health system.

The Department of Health establishes the Government of Alberta’s strategic direction for health, including advising government on health policy, legislation and standards, and public health concerns; monitoring and reporting health system performance; setting policies and priorities for the electronic/digital health environment; and providing oversight and ensuring accountability across the health system.

For further information, visit the ministry website at

We are seeking a highly organized and proactive Executive Assistant to join our dynamic team and provide direct support to the Executive Director of the Provider Compensation Operations Branch. This is a key role that ensures the efficient operation of the branch and serves as the main point of contact in the Executive Director's absence.

**Role Responsibilities**:
The job responsibilities include:
**Correspondence Management**:

- Review and prioritize incoming correspondence, assigning and following up as necessary, both internally and externally.
- Ensure quality control by reviewing branch correspondence, reports, briefings, letters, and memos, delegating tasks as required.
- Maintain an organized filing system for the ED's documents.

**Calendar and Meetings**:

- Manage the ED's calendar, scheduling internal and external meetings, and arranging travel and hosting requirements.
- Prepare and distribute agendas and background materials for meetings.
- Coordinate branch meetings and one-on-one sessions between the ED and Directors.

**Office Administration**:

- Participate in EA/Admin meetings to discuss processes specific to Alberta Health and the branch.
- Ensure branch staff is informed about updates that impact their work. Verify and coordinate charges related to training requests for the branch.**Coordination of Branch Administrative Staff**:

- Lead and coordinate administrative staff by organizing regular meetings to update on policy and procedural changes.
- Coordinate coverage for administrative staff during vacations and leaves.
- Assign Action Requests to administrative staff as appropriate.
- Serve as a resource and backup for other administrative staff members.

**Coordination of Branch Activities**:

- Act as the primary contact for the branch, liaising with Pay and Benefits and Human Resources, including preparation of performance appraisals and staff documentation.
- Collaborate with the ED and Directors to forecast and manage the branch budget.
- Submit and approve service requests for the branch.
- Oversee the processing of Action Requests and Ministerial Briefings.

**Communication**:

- Ensure effective communication of policy and procedure changes to branch staff.
- Update branch organizational charts and floor plans monthly.
- Maintain continuity of branch administration during the ED's absence.

Please

**APS Competencies**:
Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
**Creative Problem Solving**
- Break down complex problems into smaller, manageable parts.
- Challenge the norm and contribute fresh perspectives.
- Openly consider and value others' viewpoints.
- Provide actionable ideas for process improvement and adapt existing practices to address evolving challenges.

**Drive for Results**
- Set clear goals and effectively prioritize work to meet objectives.
- Identify opportunities for improvement and take action to make corrections.
- Seek guidance when handling multiple priorities or information gaps.
- Operate with integrity, aligning your actions with APS values.

**Agility**:

- Maintain a calm and composed approach to change, using common sense and past experiences to solve ambiguous problems.
- You will manage your emotions to prevent them from affect