In a fast-paced government environment like Alberta’s Ministry of Advanced Education, the Executive Assistant plays a critical role in keeping leadership informed, organized, and ready to act.
The successful candidate will have the below mentioned responsibilities.
- Executive Director's Office Administration: Ensuring the efficient and effective operation of the Executive Director's office and supporting Executive Director's branch within the division.
- Operational Support: Ensuring coordination of operational support processes and services to facilitate effective communication within the branches.
- ARTS Administration (Action Request Tracking System): Ensuring coordinated, timely, accurate, and appropriate responses to a high volume of action requests within the sector.
- Financial Administration: Ensuring accurate and timely recording and reporting of financial resources.
The position's main administration role is to provide executive support to the Executive Director of the International, Research, and Innovation Branch.
The position requires in depth knowledge of branch responsibility areas and the information technology systems used by staff, such as 1GX and the Action Request Tracking System (ARTS). It performs a lead role and coordinates the operational needs of the areas. This includes the delivery of administrative support services in a fast paced, high volume environment; coordination of information requests received from internal and external clients; and liaising with staff from across the division, the Assistant Deputy Minister's and Deputy Minister's offices; the timely coordination of the workflow of correspondence, briefings, and ministerial requests for the branches utilizing ARTS; and acting as the workplace administrator in 1GX.
Some of the key functions include:
1) Liaison with the Assistant Deputy Ministers Office and other Executive Directors Offices in the department and across the GOA.
2) Coordination of administration of the Executive Director's Office (managing the Executive Director's calendar, scheduling meetings, and resolving scheduling conflicts.
3) Provide daily updates on priorities and timelines, screen and prioritize requests, issues, and correspondence, ensure completeness of materials for the review by the Executive Director.
4) Manage travel and other expenses, managing budget transactions, and keeping the branch budget information up to date
5) Schedule regular branch meetings and developing agendas for these meetings, as well as arranging logistics.
6) Management of the ARTS (Action Request Tracking System) system in the Executive Director's Office.
7) Implement administrative policies and procedures in the Executive Director's Office,
8) Ensure functionality of the equipment for the Executive Director's Office (printer, office supplies, ensuring IT support is available when needed by submitting IT requests)
9) Assist with on-boarding of New Staff.
10) Support Executive Director's event planning as required.
11) Provide an advisory role to other administrative staff within the division for inquiries and training on administrative policies and procedures for the department,
12) Manage Ministerial correspondence, letters, memoranda, briefings,
13) Manage 1GX, and ARTS (Action Request Tracking System) protocols and templates.
Please
