Role Responsibilities

Do you enjoy working in a fast-paced environment with new challenges every day? Do you love juggling multiple tasks amid ambiguity, improving processes, taking on projects and working with others? If so, an Executive Support position with the Government of Alberta might be a great fit for you.

Executive Support roles in the Government of Alberta are key members of executive offices such as Deputy Minister Offices or Assistant Deputy Minister Offices (ADMO). These positions serve as a liaison with external stakeholders, internal executive offices, and other government Ministries. These roles deal with challenging, high-profile issues of sensitive and confidential nature. It is desirable that candidates have a thorough understanding of departmental operations, policies and practices. However, if you have experience providing high-level support to executive roles within a large, complex organization, this would be considered an asset.

Key responsibilities include:

• Overseeing administrative operations to ensure smooth office functioning, coordinating schedules and managing information flow to address issues promptly.
• Initiating, assigning and tracking action requests to ensure timely responses.
• Reviewing correspondence for accuracy, grammar and formatting.
• Serving as a liaison to ensure accurate and timely communication with the Executive Office.
• Managing business deliverables within shifting timelines while adapting, prioritizing and coordinating activities.
• Building and maintaining strong relationships with internal Government of Alberta stakeholders and external contacts.
• Managing records and supporting the office with general administrative functions, including technology requests, 1GX (Alberta Public Service’s enterprise resource planning software), staffing coordination and other transactional duties.

To succeed in this role, you’ll need to demonstrate:

• Strong independent judgment and initiative.
• Excellent verbal and written communication skills, particularly when interacting with government executives and stakeholders.
• Professionalism, diplomacy and relationship-building skills.
• The ability to multitask and organize competing priorities under tight deadlines.
• Political acumen to navigate complex organizational situations and engage in conflict resolution and negotiation.
• Superior organizational skills with an eye for detail.
• A talent for identifying and setting priorities, along with excellent planning and coordination abilities.
• Problem-solving skills to tackle issues as they arise.
   

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies: https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

Agility – You can adapt quickly to changing landscape and priorities, foster agility in others, and create processes and opportunities that encourage proactive and flexible practices.

Drive for Results – You are able to hold true to principles and confront problems directly, taking steps to rectify problem situations.

Develop Self and Others – You have a commitment to lifelong learning and the desire to invest in the development of the long-term capability of yourself and others.

Build Collaborative Environments – You can promote sharing of expertise among wide-ranging teams to achieve ministry outcomes.

Develop Networks – You have the ability to proactively build networks, connect with, and build trust in relationships with stakeholders and colleagues.

Systems Thinking – You are able to see both the big picture and the details. You are able to evaluate broad reaching impacts and use the knowledge to inform and process

Creative Problem Solving – You have the ability to assess options and implications in new ways to achieve outcomes and solutions.
 

Qualifications

Requirements:

• High School Diploma
• Four-years progressively responsible related experience working in an Executive’s office.

Equivalency: Directly related education or experience considered based on: 

• One year of education for one year of experience; or 
• One year of experience for one year of education.

Assets:

• Previous experience supporting an executive office within a large complex organization.
• Proficiency with MS Office applications, Visio, SharePoint, ARTS, 1GX, BERNIE.
• Experience with tracking action request and Products (SAP) systems, invoicing, P-Card transactions, budgets, contract administration, ordering office supplies and managing inventory.
• Experience with overall coordination of calendars and scheduling of senior executives 
• Experience in managing complex calendar, scheduling appointments, organizing, and booking meetings, coordinating accommodation and making travel arrangements.
• Experience in coordinating, compiling briefing notes, documents and reports for senior management.
   

Notes

A cover letter is required. In your cover letter, please provide information that clearly demonstrates how your qualifications meet the advertised requirements for this position.

In your resume, please include dates (including months and years) associated with all education and work experience. As well, please indicate whether your work experience is casual, part-time or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week). Please indicate who you provided support for Example ”Director, CEO or other”

Pre-employment checks will be completed to assess the candidate’s suitability for a role. These checks can include (but are not limited to): references, criminal record check, and academic verification. Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in. 

What we offer:

• Working for the Alberta Public Service – https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx
• Public Service Pension Plan (PSPP) – https://www.pspp.ca
• Leadership and mentorship programs
• Professional learning and development
• Positive workplace culture and work-life balance
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca