Correction - 174477 - Executive Administrative Assistant - Department of Finance and Affordability

The Department of Finance and Affordability committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as well as people regardless of their sexual orientation, gender identities, and gender expressions. Those looking for more information are invited to visit our Equity, Diversity, and Inclusion Policy.

The purpose of this position is to provide executive level administrative support services to the Deputy Minister of Finance and Affordability. Duties include scheduling appointments with internal and external stakeholders, answering phone calls, taking minutes, managing schedules, formatting correspondence, purchasing items, booking travel and accommodations, records management, processing and preparing invoices and assisting with organizing stakeholder engagement events.

Duties will include but are not limited to:

• Receive all visitors to the office and appropriately direct inquiries by telephone, fax, e-mail, or personal contact;
• Assist the Deputy Minister with personal time management by scheduling meetings and appointments, protecting identified time period for office duties, resolving conflicts which arise by rescheduling commitments in a manner consistent with Departmental priorities or arranging for replacements per the Deputy Minister’s direction;
• Assist with the preparation of briefing notes, materials, and other support resources;
• Schedules/re-schedules meetings, appointments and social functions and makes all related arrangements, resolving conflicts which arise in a manner consistent with Departmental priorities and the parameters/direction provided by Deputy Minister;
• Receive and review incoming correspondence, reports, and other literature and scan for pertinent dates and other relevant information of potential interest to the Deputy Minister;
• Review all mail, email and materials for the Deputy Minister, triage, flag priority issues for attention of the Minister or DM, and/or redirect to the appropriate staff to address;
• Maintain filing systems, both electronic and manual, for all mail, email, and other correspondence for the DM office;
• Coordinating all in-province and out-of-province travel and accommodation arrangements for the Deputy Minister, as well as preparing and submitting travel claims;
• Prepares all related meeting materials for the Deputy Minister and provides in advance of meetings in the medium preferred (paper and/or electronic);
• Collaborate with the Minister’s Executive Admin to coordinate the Minister and DM’s schedules and ensure the sharing of information that enables the Minister and DM to work together to achieve Departmental priorities and resolve issues;
• Maintaining close contact and a positive working relationship with the Department’s Senior Leadership Team;
• Demonstrate an understanding of the mission, services/functions and the role of the Department and effectively communicate this in daily communications;
• Purchase office supplies;
• Process payment of invoices and travel, applying appropriate account code and signature approvals;

Minimum Qualifications:

• Successful completion of a recognized college admin diploma or degree or an undergraduate degree from a university.

• Extensive work experience (5 years +) in a senior level administrative support role;
• Experience (1 year+) managing and coordinating schedules (e.g., appointments);
• Experience (1 year+) assisting with the management of budgets;
• Some experience (- than 1 year) formatting official correspondence;
• Some experience (- than 1year) managing records;
• Demonstrated equivalencies will be considered.

Other Qualifications:

• Proficiency in the use of Microsoft Word, Excel, PowerPoint and GroupWise;
• Knowledge and ability in using various types of office equipment, A/V equipment, LCD projector, other;
• Effective time management and ability to manage competing and time sensitive priorities;
• Excellent interpersonal, and communicational skills;
• Demonstrated ability for accurate minute taking;
• A high degree of proficiency with English composition;
• Proficiency in the use of Oracle FIS would be considered an asset;
• French would be considered an asset;
• Ability to work in a busy and dynamic office environment;

This competition may be used to fill future job vacancies.

Please Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted.

Where possible, submitting an electronic resume or job application is preferred. Otherwise, please return forms to PEI Public Service Commission, P.O. Box 2000, Charlottetown, Prince Edward Island, C1A 7N8. Applications may be sent by fax to (902) 368-4383.

IT IS THE RESPONSIBILITY OF THE APPLICANT TO CONFIRM RECEIPT OF THE APPLICATION, BY TELEPHONE OR IN PERSON PRIOR TO THE CLOSING DATE.

Please ensure that the appropriate Posting ID number is stated on all application forms. You can apply online or obtain an application form by visiting our web site at www.jobspei.ca. Forms may also be obtained by contacting any PEI Government office, ACCESS PEI Centre, Regional Services Centre, or by telephone (902) 368-4080.

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