Executive Administrative Assistant

Your Opportunity:

If you’re an experienced administrative professional who brings clarity, coordination, and steadiness to busy environments, this role offers the opportunity to work closely with the Senior Leadership team within the ALC Transitions & Integration portfolio. This position supports the Executive Director, Social Work. As the Executive Administrative Assistant, you’ll help manage priorities, keep a fast-moving office organized, and support the flow of a provincial social work program within Assisted Living Alberta in close partnership with other health agencies and ministries. You’ll be the first point of contact for the Executive Director, representing the portfolio with professionalism, discretion, and strong service values. Your ability to anticipate needs, solve problems, and communicate clearly will make you a trusted and valued partner. Assisted Living Alberta is transforming continuing care, home care, and community care systems. The Social Work portfolio plays a central role in this work by providing provincial services that support the organization’s mandate and long-term direction on the continuum of care. Social work services are provided throughout the continuum of care including in acute, emergency department and community care settings. You will step into the role with a solid foundation - structured orientation, knowledgeable colleagues, and opportunities to continue developing your skills. This position is a strong fit for someone who enjoys working closely with leadership, thrives in a dynamic environment, and brings an organized, thoughtful approach to their work. If you’re looking for a role where your strengths are recognized and your contributions matter, we encourage you to apply.

Description:

The Executive Administrative Assistant provides advanced administrative and operational support to the provincial Social Work portfolio, serving as a key partner to the Executive Director and senior leadership team. The role requires exceptional professionalism, discretion, and judgment, as the Assistant is the primary administrative point of contact for leaders, staff, and external stakeholders. A core function is preparing high‑quality written materials, including correspondence, briefing notes, updates, and reports, that may be reviewed by executive leadership, the CEO, Ministry partners, and other provincial stakeholders. The Assistant monitors and synthesizes incoming information, drafts responses, and ensures timely, accurate follow‑up on issues requiring leadership attention. The role also supports portfolio operations by coordinating meetings, preparing agendas and materials, tracking action items, and maintaining accurate documentation. Responsibilities include budget monitoring, invoice and expense processing, staffing and onboarding support, and oversight of daily office operations and stakeholder inquiries. Success requires the ability to work independently under high volume and shifting priorities while maintaining calm, professionalism, discretion, and exceptional attention to detail. Strong written and verbal communication skills are essential. Calendar and travel coordination are part of the position but secondary to its broader responsibilities in communication, coordination, and operational support.

Diploma in Office or Business Administration or an equivalent combination of education and directly related experience. Three (3) or more years of administrative experience in a complex support role. Advanced working knowledge of Microsoft Office Suite (Outlook, Word, Excel, Visio, PowerPoint). Able to supervise, coach, and mentor other Administrative Support staff. Strong knowledge of political sensitivities and the diverse interests of various internal and external stakeholders. Able to anticipate needs and action appropriately. Excellent oral and written communication skills with a strong ability to draft correspondence. Excellent organizational skills and ability to independently prioritize own workload, and workload of other administrative staff. Professionalism in dealing with the public, management, staff and other departments. Able to maintain confidentiality and discretion. Strong ability to establish and maintain collaborative and professional relationships with a variety of stakeholders. Knowledge of broad office policies and procedures as well as applicable legislation, for example, the Access to Information Act (ATIA) and the Protection of Privacy Act (POPA).

Demonstrated proficiency directly supporting senior leaders in a fast paced, high volume, multi stakeholder environment. Able to draft accurate, professional-looking high‑stakes correspondence and briefing materials for senior executives.

Experience providing administrative support within the health‑care sector. Education or experience in project management and financial management. Working knowledge of Oracle (specifically knowledge of PeopleSoft and MarkView). Proficiency in developing databases and/or advanced Microsoft Excel skills including creating spreadsheets and reports. Experience reviewing timekeeping and coordinating payroll approval.