Administrative Assistant-- KUMDC5697242

Job Description:

Overall, Purpose

Working with minimal direction, this position provides advanced administrative and executive support to an Executive Director responsible for a major function within a government department. The role requires extensive knowledge of office practices, departmental operations, and government protocols.

The Senior Administrative Assistant performs a wide range of complex, confidential, and sensitive duties that demand strong judgment, initiative, and independence of action. The position may coordinate the work of junior staff, provide functional guidance to divisional support teams, and contribute to administrative process improvements across the division.

Key Responsibilities

Executive Support

• Provides routine and non-routine secretarial and administrative services to the Executive Director (ED), including drafting and preparing complex correspondence, memos, and reports.
• Manages and coordinates the day-to-day operations of the ED's office, including calendar management, meeting preparation, resource coordination, and briefing the ED for upcoming engagements.
• Screens, prioritizes, and independently handles inquiries, determining urgency and identifying issues requiring the ED's immediate attention.

Office and Workflow Coordination

• Serves as the main point of contact for a high volume of internal and external inquiries—including ministerial requests—ensuring accuracy and quality control of all outgoing documents.
• Develops and administers systems for tracking ministerial briefings, issues, correspondence, briefing notes, and action items, ensuring compliance with deadlines.
• Monitors and triages incoming mail; drafts responses and initiates follow-up actions as needed.
• Conducts research, compiles and summarizes data, and prepares reports, presentations, and database content.

Administrative Leadership

• Acts as senior administrative resource, authorizing expenditures, resolving operational issues, and guiding divisional administrative staff.
• Leads or supports administrative improvement initiatives, promoting consistent and effective practices across the division.
• Coordinates divisional budgeting activities and monitors forecasts.
• Maintains various databases to ensure timely access to accurate information.
• May assign work, mentor junior staff, or oversee clerical team functions.

Additional Duties

• Performs other related duties as required, including assignment-specific requirements such as language proficiency, security screening, or specialized certifications.

People Management

• Role Type: Individual Contributor
• May supervise junior clerical staff or provide team leadership.
• Provides functional guidance and direction to divisional and departmental staff on corporate administrative requirements, processes, and best practices.

Scope

Contacts

• Frequent interaction with senior management, departmental staff, and counterparts across government.
• Daily collaboration with Deputy Minister's and Minister's Office staff.
• Regular contact with external stakeholders, the public, vendors, and suppliers to provide information, resolve issues, and clarify departmental processes.

Innovation

• Exercises independent initiative in developing and refining administrative protocols that improve workflow, consistency, and efficiency.
• Uses sound judgment to resolve administrative challenges, modify work processes, and propose new methods to enhance service delivery.
• Handles confidential and sensitive information with discretion, determining appropriate levels of information-sharing.

Decision-Making

• Works under minimal supervision, interpreting and applying administrative policies, directives, and regulations.
• Makes decisions that may require deviations from established guidelines.
• Ensures accuracy, timeliness, and clarity in all correspondence and communications.

Impact of Results

• Plays a key role in ensuring smooth operations of the Executive Director's office and effective communication throughout the division.
• Requires diplomacy, tact, and professionalism in handling confidential issues and sensitive matters.

Working Conditions

Physical Effort

• Primarily sedentary office work with light physical activity; occasional site visits.

Physical Environment

• Standard office environment with minimal exposure to mild unpleasant conditions.

Sensory Attention

• Requires frequent attention to detail across multiple information inputs; interruptions may require re-focusing.

Psychological Pressures

• Occasional exposure to deadlines, public-facing challenges, and repetitive tasks.
• Generally able to manage workload and pace with moderate impact on personal life.