Role Responsibilities

The Executive Support is a key member of the Deputy Minister’s Office (DMO) and serves as a liaison with external stakeholders, internal executive offices, division branches and other government Ministries.

You will deal with challenging, high-profile issues of sensitive and confidential nature and require a thorough knowledge and understanding of departmental operations, policies and practices.

The main responsibilities of this position include:

•    Providing coordination for the day-to-day operation of the Deputy Minister’s Office (e.g. scheduling and coordinating meetings and general office logistics).
•    Effectively managing Deputy Minister’s calendar, meeting requests, e-mails and preparing travel arrangements.
•    Preparing meeting packages for the Deputy Minister, ensuring background related material is available and provided ahead of meetings.
•    Researching information and composing correspondence for the Deputy Minister’s signature and proof-reading prepared correspondence for accuracy, grammar, and proper format.
•    Maintaining a “bring-forward” database for assignments, meetings, and projects to ensure timelines are met. 
•    Preparing meeting agendas and minutes for Executive Team meetings.
•    Reconciling expenses, monitoring budget and contract expenditures and preparing forecasts for the Deputy Minister’s Office.
•    Identifying administrative issues with potential to impact the operation of the office; recommend solutions and courses of action to deal with issues. Lead or contribute to special projects to address the issues.
•    Building and maintaining strong supportive relationships with internal Government of Alberta stakeholders and external contacts. 
•    Coordinating a wide range of department meetings and events. Identify and secure logistical needs, prepare necessary correspondence, agendas, minutes, etc. 
•    Records and file management.

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

•    Excellent time management, organizational and coordination skills while maintaining a high degree of professionalism and confidentiality. 
•    A high-level of independent action and thought.
•    Excellent verbal and written communication skills, including the ability to communicate effectively with offices of the Minister and government executives as well as key stakeholders.
•    Public relations skills – professionalism, relationship building and diplomacy.
•    The ability to multitask and organize conflicting priorities with competing deadlines.
•    Political acumen: have a solid understanding on how to navigate complex situations in large-scale organizations including skills in conflict resolution and collaborative negotiation.
•    Sound judgment and initiative.
•    Excellent organizational skills and a keen eye for detail.
•    Experience in identifying and setting priorities.

For a detailed copy of the 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 – Must be able to anticipate, assess, and readily adapt to changing priorities, maintain resilience and work effectively in changing environments.

Drive for Results – Sets goals and prioritizes work to accomplish them; follows through on duties and tasks and reports on progress.

Develop Self and Others – Desire to invest in the development of the long-term capability of self and others.

Build Collaborative Environments – Leads and contributes to the conditions and environments that allow people to work collaboratively and productively to achieve outcomes.

Develop Networks – Proactively builds networks, connects and build trust in relationships with different stakeholders.

Systems Thinking - Understands how work contributes to the achievement of departmental goals. Anticipates changes in own area based on activities in other area.

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

Qualifications

Two-year related diploma and three years progressively responsible related experience; or equivalent as described below.

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    
  
  

Assets:

• Strong experience managing, scheduling, and coordinating day-to-day operations including calendar, meeting and email management.
• Strong computer skills, good knowledge of appropriate software and ability to organize data logically (Microsoft Word, Excel and Power Point, Visio, Outlook)
• Experience with writing, editing and routing action requests and correspondence.
• Experience in issues management and ability to solve operational and procedural problems.
• Experience with project and program management.
• Experience with budgeting, forecasting, purchasing and reconciling expenses.
• Strong experience with a variety of Government programs including 1GX, BERNIE and Action Request Tracking System (ARTS).

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).

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
• Alberta Public Service Benefit Information – https://www.alberta.ca/alberta-public-service-benefits
• Leadership and mentorship programs
• Professional learning and development – https://www.alberta.ca/alberta-public-service-human-resource-directives
• 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 agreements
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca