Executive Assistant to the ADM

Role Responsibilities

Reporting to the Assistant Deputy Minister (ADM), the Executive Assistant (EA) provides senior level administrative support for the ADM’s Office.

The Executive Assistant provides coordination for the day to day operations of the ADM’s Office, including scheduling and coordinating meetings and general office logistics.

As the first point of contact to the ADM’s office, the EA represents the office when communcaiting with staff from other executive offices (i.

e, the Deputy Minister’s Office or other ADM Offices), as well as internal and external stakeholders. The EA facilitates the flow of information to and from the ADM’s office and takes a proactive role in supporting the Issues Manager.

The EA is responsible for essential functions related to the coordination of Action Requests (ARs) for the division through ARTS and assists in financial aspects for the ADM office in accordance with established legislation, regulations, policies, and directives.

Job Responsibilities :

The Executive Assistant is responsible for following job duties (but not limited to) :

• Maintaining the calendar, scheduling appointments, coordinating, planning and organizing Division’s business events, booking facilities, making travel arrangements for the ADM and resolving any issues as they arise.
• Maintaining accurate and up-to-date Human Capital documentation and position tracking.
• Providing support to the ADM in 1GX as the Work Place Administrator.
• Ensuring accurate records and file management.
• Researching and preparing background material for executive meetings.
• Monitoring, tracking, and negotiating timelines for ADM related matters.
• Responding directly to day-to-day administrative inquiries on behalf of the ADM.
• Assisting in the financial aspects for the office of the ADM in accordance with established legislation, regulations, policies and directives.
• Leading Ad hoc Administrative initiatives and projects associated with Municipal Affairs (MA) operation.
• Leading the administrative support staff, within the division, to ensure the team is providing strong, essential and effective administrative support to the leadership team.
• Receiving and processing highly confidential and sensitive information and demonstrating excellent interpersonal and oral and written communication skills.

Providing support in a highly professional manner with a high degree of autonomy, diplomacy and confidentiality.

• Responding effectively and knowledgeably to emerging issues and taking appropriate, and often independent action, within appropriate guidelines.
• Acting as an ambassador for the ADM, ensuring effective stakeholder management, and exhibiting strong interpersonal relationship and problem-solving skills when dealing with internal and external stakeholders.
• Contributing and providing leadership advice to the department-wide administrative professionals team through the Administrative Professionals’ Community of Practice.
• Providing administrative support to various committees the ADM may chair.
• Provide administrative cover-off for the Executive Coordinator in the Deputy Minister’s Office.

To be successful in this role, you will demonstrate :

• 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.
9 days ago