Executive Assistant 69985
Executive Assistant 69985
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Job Description
Job Information
Job Title:Executive Assistant
Job Requisition ID:69985
Ministry:Health
Location:Edmonton
Full or PartTime: Fulltime
Hours of Work:36.25hours per week
Permanent/Temporary:Permanent
Scope:Open Competition
Closing Date:April 22 2025
Classification:Administrative Support 5
Salary: $1913.27 to $2342.49 biweekly $49936 $61139/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: Ministry of Health is building a more resilient and sustainable health care system that can support Albertans getting care when and where they need it while responding to systemwide health challenges improving health outcomes and maintaining fiscal responsibility. The ministry supports Albertans health and wellbeing throughout their lives by protecting public health and promoting wellness; coordinating and delivering safe personcentered quality health services; health system planning and capital infrastructure planning; supporting innovative information management and technologies; regulating health care; and funding the health system.
The Department of Health establishes the Government of Albertas strategic direction for health including advising government on health policy legislation and standards and public health concerns; monitoring and reporting health system performance; setting policies and priorities for the electronic/digital health environment; and providing oversight and ensuring accountability across the health system.
For further information visit the ministry website at .
We are seeking a highly organized and proactive Executive Assistant to join our dynamic team and provide direct support to the Executive Director of the Provider Compensation Operations Branch. This is a key role that ensures the efficient operation of the branch and serves as the main point of contact in the Executive Directors absence.
Role Responsibilities
We are a dynamic and forwardthinking organization committed to excellence in public service. Our Edmonton office is seeking an experienced Executive Assistant to provide comprehensive administrative support to our Executive Director. The ideal candidate will be proactive detailoriented and capable of managing multiple priorities in a fastpaced environment.
The job responsibilities include:
Correspondence Management:
- Review and prioritize incoming correspondence assigning and following up as necessary both internally and externally.
- Ensure quality control by reviewing branch correspondence reports briefings letters and memos delegating tasks as required.
- Monitor the EDs email advising on or delegating urgent matters appropriately.
- Maintain an organized filing system for the EDs documents.
Calendar and Meetings:
- Manage the EDs calendar scheduling internal and external meetings and arranging travel and hosting requirements.
- Prepare and distribute agendas and background materials for meetings.
- Coordinate branch meetings and oneonone sessions between the ED and Directors.
Office Administration:
- Participate in EA/Admin meetings to discuss processes specific to Alberta Health and the branch.
- Ensure branch staff is informed about updates that impact their work.
- Verify and coordinate charges related to training requests for the branch.
Coordination of Branch Administrative Staff:
- Lead and coordinate administrative staff by organizing regular meetings to update on policy and procedural changes.
- Coordinate coverage for administrative staff during vacations and leaves.
- Assign Action Requests to administrative staff as appropriate.
- Serve as a resource and backup for other administrative staff members.
Coordination of Branch Activities:
- Act as the primary contact for the branch liaising with Pay and Benefits and Human Resources including preparation of performance appraisals and staff documentation.
- Collaborate with the ED and Directors to forecast and manage the branch budget.
- Submit and approve service requests for the branch.
- Oversee the processing of Action Requests and Ministerial Briefings.
Communication:
- Ensure effective communication of policy and procedure changes to branch staff.
- Update branch organizational charts and floor plans monthly.
- Maintain continuity of branch administration during the EDs absence.
Please click on this link to view the job description for this position.
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:
Problem Solving
- Break down complex problems into smaller manageable parts.
- Challenge the norm and contribute fresh perspectives.
- Openly consider and value others viewpoints.
- Provide actionable ideas for process improvement and adapt existing practices to address evolving challenges.
Drive for Results
- Set clear goals and effectively prioritize work to meet objectives.
- Identify opportunities for improvement and take action to make corrections.
- Seek guidance when handling multiple priorities or information gaps.
- Operate with integrity aligning your actions with APS values.
Agility:
- Maintain a calm and composed approach to change using common sense and past experiences to solve ambiguous problems.
- You will manage your emotions to prevent them from affecting the team and remain open to new ideas and supporting coworkers through change.
Develop Networks
- Foster strong relationships within the team and across departments.
- Understand and respect the perspectives and needs of others.
- Act with integrity following through on commitments and maintaining professionalism.
- Keep key stakeholders wellinformed and build collaborative respectful connections.
Build Collaborative Environments
- Create a culture of sharing and open communication.
- Actively listen share ideas and respect differing opinions.
- Address conflicts constructively and maintain a positive work atmosphere.
- Support colleagues in learning from both successes and mistakes.
Qualifications
Minimum Recruitment Standards
High school diploma and three years of related experience.
Equivalency: Directly related education or experience considered on the basis of:
- 1 year of education for 1 year of experience; or
- 1 year of experience for 1 year of education.
The following experience is required:
- Five years of secretarial/administrative experience at a senior level.
- Microsoft Office Suite and Outlook and basic knowledge of VISIO.
- Excellent communication skills organizational skills and the ability to multitask.
- Independent problemsolving skills.
- An understanding of the goals and objectives of the organization.
- Knowledge of departmental regulations.
- Senior level knowledge of governmental financial policies and procedures.
- Strong administrative communication leadership and research skills (written oral and electronic).
- Advanced supervisory skills.
- Ability to excel in a fastpaced teambased environment.
- Ability to prioritize heavy workload and cope with changing priorities and deadlines.
- Excellent interpersonal organization skills; must be selfdirected with demonstrated ability to schedule meetings distribute materials and manage hosting responsibilities.
The following experience will be given preference:
- Working knowledge of office administrative and governmental systems i.e. ARTS 1GX Teams SharePoint etc.
Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.
This is a fulltime position working 36.25 hours per week.
If a security screening is required:
- 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. Outofprovince applicants can obtain the required documents/checks from the province they currently reside in.
A cover letter outlining how your experience relates to the qualifications of this role is required.
In your resume please include dates (including months and years) associated with all education and work experience. Also please indicate whether your work experience is casual parttime or fulltime. 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. Outofprovince applicants can obtain the required documents/checks from the province they currently reside in.
Links and information on what the GoA have to offer to prospective employees.
- Working for the Alberta Public Service Service Pension Plan (PSPP)
- Alberta Public Service Benefit Information learning and development Alberta Public Service Careers tool
- Positive workplace culture and worklife 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
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 for more information. Please visit Recruitment Principles for more information.
It is recommended applicants who have completed postsecondary studies from outside of Canada obtain an evaluation of their credentials from the International Qualifications Assessment Service (IQAS) or from a recognized Canadian Credential Evaluator; please visit the Alliance of Credential Evaluation Services of Canada for more information 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 Jagreet Uppalat.
Employment Type
Full-Time
