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Job Information Job Title: Executive Assistant to the ED
Job Requisition ID: 58880
Ministry: Public Safety and Emergency Services
Location: Edmonton
Full or Part-Time: Full-Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Permanent
Scope: Open Competition
Closing Date: June 6, 2024
Classification: Administrative Support 5 (015ASA)
Salary: $1,913.27 to $2,342.49 bi-weekly ($49,936 – $61,139/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. For more information on diversity and inclusion, please visit: https://www.alberta.ca/diversity-inclusion-policy.aspx
For information about the ministry of Public Safety and Emergency Services, please visit: https://www.alberta.ca/public-safety-and-emergency-services
Role Responsibilities
The Executive Assistant to the Executive Director (ED) coordinates and leads administrative activities for the Strategic Policy and Planning Branch and provides senior administrative assistance to the ED.
The Executive Assistant to the ED provides a comprehensive range of administrative and office management activities to support effective and efficient Branch operations and to ensure consistency with department and GoA administrative policies and procedures. This includes coordinating information flow to ensure issues are addressed and problems are dealt with in a timely fashion.
The following activities entail some of the key responsibilities of the Executive Assistant to the ED:
Action Requests (ARs)
- Coordinates Branch responses to ARs and briefing notes to ensure accurate high quality and timely responses to requests and inquiries are processed in a manner consistent with relevant GoA and Ministry policies, processes and procedures.
- Reviews, edits and finalizes AR responses and briefing notes; verifies documents for accuracy, consistency and conformity to relevant guidelines and acceptable standards and formats.
Information Coordination
- Coordinates arrangements for business travel, working sessions and committee meetings, preparing and/or reviewing expense claims for the ED and branch staff as required.
- At the request of the ED, attends meetings to take minutes. Finalizes the minutes in the appropriate format, noting all action items, and distributes the minutes to applicable recipients in a timely manner.
- Reviews, assesses and tracks correspondence directed to and from the ED and Branch Directors, identifying and bringing urgent and important concerns and issues to the ED and appropriate Director’s attention.
Branch Administration
- Establishes and maintains effective communication and working relationships with department staff to answer inquiries, coordinate activities, exchange information, and resolve administrative issues.
- Coordinates and compiles briefing binders, including ensuring up-to-date versions of documents.
- Maintains distribution lists for the Branch.
- Maintains supply inventory for the Branch, including monitoring inventory to determine requirements, and ordering supplies in accordance with department procedures.
Please click on this link to view the job description for this position.
APS Competenices
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 .
In this role, you will contribute to our team by demonstrating the following behavioral competencies:
- Systems Thinking – Strong understanding of client needs/interests and the importance of establishing relationships with clients and stakeholders to be able to resolve administrative issues.
- Build Collaborative Environments – Ability to work within a team environment, and to support staff and management within the Branch.
- Creative Problem Solving – Continually seeks process improvements within the Branch. This could include re-formatting or restructuring of reports, and development of net new reports.
- Develop Self and Others – An opportunity for exposure to all lines of business within the Branch. This role is envisioned as a developmental role for other Bargaining Unit roles within the Branch.
Qualifications
High school diploma and three years of related experience.
Equivalency: Directly related experience or education considered on the basis of: one year of experience for one year of education or one year of education for one year of experience.
Assets
- Experience with software tools and automated systems (Microsoft Office: Word, SharePoint, Outlook, Excel, Access, PowerPoint, Visio; ARTS, 1GX).
- Strong verbal communication and interpersonal skills.
- Excellent analytical and problem-solving abilities, adept at recommending effective administrative solutions.
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
Full time permanent position located at John E. Brownlee Building
Hours of work: 7.25 hours per day / 36.25 hours per week (Monday – Friday).
Final candidates will be required to undergo a security screening.
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.
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.
Candidates are required to apply for a job online. Please visit https://www.alberta.ca/job-application-resources#before for more information. Please visit Recruitment Principles , for more information.
It is recommended applicants who have completed post-secondary studies from outside of Canada obtain an evaluation of their credentials from the International Qualifications Assessment Service (IQAS)( https://www.alberta.ca/international-qualifications-assessment.aspx ) or from a recognized Canadian Credential Evaluator; please visit the Alliance of Credential Evaluation Services of Canada for more information ( https://canalliance.org/en/default.html ).
It is recommended that applicants include the assessment certificate from IQAS or any other educational assessment service as part of their application.
Closing Statement
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 Manisha Seneviratne at [email protected] .