Executive Assistant

Job Title: Executive Assistant Job Requisition ID: 85072 Ministry: Advanced Education Location: Edmonton Full or Part-Time: Full Time (FT) Hours of Work: 36.25 hours per week Permanent/Temporary: Permanent Scope: Open Competition Closing Date: July 7, 2026 Classification: Administrative Support 5 Salary: $ 2,192.15 to $ 2,773.77 bi-weekly ($57,215.11- $ 72,395.39 /year)

Role 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.

Key Functions

Liaison with the Assistant Deputy Ministers Office and other Executive Directors Offices in the department and across the GOA.

Coordination of administration of the Executive Director's Office (managing the Executive Director's calendar, scheduling meetings, and resolving scheduling conflicts).

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.

Manage travel and other expenses, managing budget transactions, and keeping the branch budget information up to date.

Schedule regular branch meetings and develop agendas for these meetings, as well as arranging logistics.

Management of the ARTS (Action Request Tracking System) system in the Executive Director's Office.

Implement administrative policies and procedures in the Executive Director's Office.

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).

Assist with onboarding of New Staff.

Support Executive Director's event planning as required.

Provide an advisory role to other administrative staff within the division for inquiries and training on administrative policies and procedures for the department.

Manage Ministerial correspondence, letters, memoranda, briefings.

Manage 1GX, and ARTS (Action Request Tracking System) protocols and templates.

APS Competencies

Creative Problem Solving: Looks for ways to improve internal processes (e.g. ARTS routing/approvals). Takes initiative to identify problems and to design solutions (e.g. seeking input and building agendas for team meetings).

Agility: Willingness to shift workload to address critical priorities within the branch or division. Stays informed on systems and processes (e.g. 1GX) to be able to act when called upon.

Develop Networks: Stays connected with teams to understand priorities - especially as they evolve or emerge. Maintains contacts with other administrative support to stay current on policies and procedures. Able to anticipate and support emerging priorities across the division.

Develop Self and Others: Identifies skills/knowledge gaps and seeks training and development opportunities to provide support for the Unit and Branch. The individual is open to feedback and recognizes opportunities for improvement.

Qualifications High School Diploma and three years of related experience or a post‑secondary diploma supplemented by relevant courses and several years of experience.

Equivalency

One year of experience for one year of education.

One year of education for one year of experience.

Required

Well‑developed administrative, organizational, leadership, and research skills.

Ability to exercise considerable judgement in processing and prioritizing work assignments.

Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management systems.

Familiarity with ARTS (Action Request Tracking System), 1GX, or other government administrative systems.

Effective communication, interpersonal and liaison skills to support an effective working relationship with staff, consultants, and institutional stakeholders.

In‑depth knowledge of department/government administrative systems, policies and procedures in areas such as finance, human resources, correspondence and records management.

Knowledge of POPA (Protection of Privacy Act) requirements and records management practices.

Must possess a high level of efficiency and be attentive to detail to ensure a high degree of accuracy.

Demonstrated ability to manage confidential and sensitive information with discretion and professionalism.

Demonstrated experience managing complex calendars, correspondence, and executive priorities in a high‑volume environment.

Extensive experience providing senior‑level administrative support to executive leadership (e.g., Assistant Deputy Minister, Director, Executive Advisor level).

Excellent written and verbal communication skills, including experience reviewing and editing formal correspondence.

Experience coordinating and tracking action requests, briefing materials, and deadlines across multiple stakeholders.

Proven organizational skills with the ability to manage competing priorities and tight timelines.

Experience supporting executive‑level meetings, including preparation of agendas, minutes, and briefing packages.

Assets

Demonstrated ability to coordinate cross‑ministry or cross‑divisional initiatives.

Experience providing guidance or mentorship to administrative staff within a team or division.

Exposure to policy, program, or education sector environments, particularly within Alberta Education.

Experience organizing travel logistics, events, or stakeholder engagements for senior leadership.

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