Role Responsibilities

As the Senior Executive Assistant, you are responsible for the successful day-to-day operations and administrative workflow of the Deputy Minister’s Office (DMO), and are essential to ensuring its management and organization.

As part of providing high-level executive support in the DMO, your main responsibilities will include, but are not limited to:

Administrative Support and Office Automation:

•    You will be the first point of contact for all incoming materials (mail, internal communication products, Minister’s Office and Cabinet requests, etc.) and will be responsible for assessing and determining the best course of action to address these requests.
•    You will work alongside the Executive Scheduler to prepare meeting files, agendas, and collect all information needed to best prepare the Deputy Minister. 
•    You will initiate, assign, monitor, and track action request responses ensuring due dates are met, as well as review all correspondence for accuracy, grammar, and proper formatting. 
•    You will participate in special projects and implement software and electronic documents repositories. 
•    You will be responsible for records management activities in the DMO.

Expenditure Monitoring:

•    Your will track all budget related activities in the DMO and verify budget documents for completeness, accuracy, and adherence to financial policies and procedures. 
•    You will code invoices and process payments related to P-Card and supply purchases.

To be successful in the Senior Executive Assistant role, you will be required to demonstrate:

•    A high-level of initiative, independent action and thought.
•    Excellent verbal and written communication skills, including the ability to communicate effectively with offices of government executives and key stakeholders.
•    Public relations skills – professionalism, relationship building, and diplomacy.
•    The ability to multitask and organize conflicting priorities with competing deadlines.
•    The ability to learn and adapt advanced technology products to increase the efficiency of the DMO.
•    Sound judgment and discretion – particularly as it relates to sensitive information. 
•    Excellent organizational skills and a keen eye for detail.
•    Experience in identifying and setting priorities.
•    Excellent coordination, planning, and prioritization skills to ensure critical operational tasks are completed efficiently and accurately.

For a copy of the full job description, please visit this link.

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

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

Equivalency - Directly related education or experience considered on the basis of:

•    1 years of education for 1 year of experience; or
•    1 year of experience for 1 year education

Requirements:

•    Previous experience providing support to C-suite executives in a large/complex organization.

Assets:

•    Experience with overall coordination of calendars and scheduling of senior executives 
•    Experience with routing, reviewing and organizing a large volume of briefing notes and action requests.
•    Experience with Microsoft Office Suite; Word (editing and formatting), Outlook (scheduling meetings), Power Point (presentation development), Excel (data entry)
•    Experience with records management
•    Experience Managing Freedom of Information and Protection of Privacy (FOIP) 

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

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).

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
•    Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits
•    Professional learning and development - https://www.alberta.ca/professional-development-support-directive
•    Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca
•    Positive workplace culture and work-life balance
•    Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement
•    Leadership and mentorship programs