Executive Assistant

Job Information

Job Title : Executive Assistant

Job Requisition ID : 60535

Ministry : Mental Health and Addiction

Location : Edmonton

Full or Part-Time : Full Time

Hours of Work : 36.25 hours per week

Permanent / Temporary : Ongoing

Scope : Open Competition

Closing Date : Open until suitable candidate found

Classification : Executive Support 2

Salary : $2,079.85 to $2,784.6 bi-weekly ($54,284 - $72,678 / year)

The Government of Alberta is committed to a diverse and inclusive public service that reflects the population we serve to best meet the needs of Albertans.

Consider joining a team where diversity, inclusion and innovation are valued and supported.

The Ministry of Mental Health and Addiction is responsible for Alberta’s recovery-orientated system of addiction and mental health care.

It is focused on prevention, intervention, treatment and recovery.

Do you enjoy working in a fast-paced environment with new challenges every day? Do you love juggling multiple tasks and ambiguity, continuous improvement, taking on projects and working with others?

If so, the System Overview and Strategic Services Division at Alberta Mental Health and Addiction might be a great fit for you.

The Executive Assistant (Executive Support 2) is a key member of the System Overview and Strategic Services Division team.

This position serves as a liaison with external stakeholders, internal executive offices, division branches and other government ministries.

The position deals with challenging, often high-profile issues of a sensitive and confidential nature and requires a thorough knowledge and understanding of department operations, policies and practices.

The Executive Assistant provides coordination for the day-to-day operations of the Assistant Deputy Minister’s Office, including scheduling and coordinating meetings and general office logistics, and coordinating special projects for the divisional leadership team.

The position effectively manages the Assistant Deputy Minister’s (ADM) calendar, meeting requests, e-mails and prepares travel arrangements.

As the first point of contact to the ADM’s office, the Executive Assistant represents the Office when communicating 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 position is responsible for coordinating and assisting with information and workflows and providing administrative support to colleagues.

The position works with a great deal of independence within current legislative requirements, administrative policies and procedures, including the mandate of the department’s business plan as it relates to the ADM’s Office.

The Executive Assistant’s primary responsibilities include :

• Managing administrative operations and processes within an executive office.
• Supporting the division with general administrative functions such as human resource management issues including on-boarding and transfers of staff within the ADMO.
• Reviewing divisional expenditures, commitments, and budget projections.
• Providing staff with direction and advice on procedures with Action Requests, briefings, and legislation.
• Reviewing correspondence for accuracy, grammar, and proper formatting.
• Acting as a liaison to ensure accurate and timely information for programs and procedures are provided to the ADM’s Office.
• Managing business deliverables within changing timelines.
• Building and maintaining strong supportive relationships with internal GOA stakeholders and external contacts.
• Coordinating a wide range of division or branch meetings and events.
• Identifying administrative issues with potential to impact the operation of the ADM’s Office.
• Managing ADMO / divisional records.
• Leading and providing support to initiatives and projects.

To be successful in this role, the candidate will be required to demonstrate :

• A high-level of independent action and thought.
• Superior verbal and written communication skills.
• Excellent public relations skills.
• Excellent time management and coordination skills.
• A high degree of political acumen.
• Sound judgment and initiative.
• Excellent organizational skills.
• Experience in identifying and setting priorities.
• Troubleshooting skills.

Qualifications

High School Diploma and four years progressively responsible related experience; or equivalent as described below.

Requirements :

• Previous experience providing support to C-suite executives in a large / complex organization.
• Strong computer skills, good knowledge of appropriate software.
• Significant experience with a variety of Government programs.

Assets :

• Strong experience with managing, scheduling, and coordinating day to day operations.
• Experience with Systems Applications and Products (SAP) systems.
• Experience preparing travel arrangements.
• Experience with records management.
• Experience coordinating responses to Freedom of Information and Protection of Privacy (FOIP) requests.
• Experience in issues management.
• Experience with project and program management.
• Experience with budgeting, forecasting, purchasing, and reconciling expenses.

A cover letter is required.

How To Apply

Applicants are advised to provide information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies.

This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level.

We thank all applicants for their interest. All applications will be reviewed to determine which candidates' qualifications most closely match the advertised requirements.

Only individuals selected for interviews will be contacted.

If you require any further information on this job posting or require an accommodation during the recruitment process, please contact Robbie Hoffman at [email protected].

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