Role Responsibilities

The Executive Coordinator supports and leads divisional-planning activities and facilitates the smooth running of the Assistant Deputy Minister’s (ADM) Office. As the first point of contact to the ADM’s office, you will represent the office when communicating with staff from other executive offices as well as internal and external stakeholders. You are responsible for coordinating and assisting with information workflow and providing administrative support.

Your main responsibilities will include:

• Managing administrative operations within an executive office. This support will ensure effective and efficient operation of the office, including coordinating information flow and schedules to ensure issues are addressed in a timely manner.
• Initiate, assign, monitor and track action request responses ensuring due dates are met.
• Liaising with stakeholders to ensure appropriate briefings and documents are provided ahead of meetings
• Review correspondence for accuracy, grammar and proper formatting.
• Work closely with the Issues Manager to ensure accurate and timely information is provided to the executive office.
• Ensures confidential and sensitive materials and information flowing through the office of the ADM’s is managed effectively, anticipating and resolving issues, proposing solutions and alerting the Issues Manager of urgent or sensitive matters and issues as appropriate.
• Manage business deliverables within changing timelines and with the ability to adapt, prioritize, and coordinate those activities.
• Build and maintain strong supportive relationships with internal GoA stakeholders and external contacts.
• Records management and support the assigned area with general administrative functions such as information and ATI requests.

To be successful in this position, you will require:

• Excellent time management, organizational, 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 government executives and key stakeholders.
• Excellent ability to deal with complex, dynamic, sensitive and often urgent issues and relationships;
• Ability to manage a wide variety of highly sensitive and confidential files, projects, and processes while meeting multiple deadlines and handling conflicting interests;
• Exceptional communication and interpersonal skills are essential.

For a full 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 – 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

Related Experience includes but not limited to:

• Drafting, formatting, circulating and handling correspondence and other materials;
• Providing Senior executive support and office administration;
• Performing Senior administrative duties, budget and forecast assistance;
• Advanced knowledge (demonstrated through previously held roles) of Microsoft 365, Adobe Acrobat, SharePoint, virtual meeting platforms (e.g., MS Teams), GOA systems (e.g., ARTS, 1GX ) and other office software databases
• Planning and coordinating events, travel arrangements and preparing expense claims for executive staff;
• Managing senior executive’s schedule, including preparing briefing materials or packages for a Deputy Minister’s office or a Minister's office;
• Understanding of relevant legislation, internal policy/procedures and the collective bargaining process.

Assets:

• Experience planning and coordinating events, travel arrangements and other projects;
• A strong asset for this position is familiarity/working knowledge of the relevant Codes/Acts that the division is responsible for: Employment Standards Code and Occupational Health and Safety Act, Code and Regulation.

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

Hours of work: 36.25/week

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
• 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
• Leadership and mentorship programs