Senior Executive Coordinator

Job Responsibility: Senior Executive Coordinator - ADM023914 Employment Type : Non-Perm Out-of-Scope Location(s) : SK-Rgna-Regina Ministry : 018 Finance Salary Range : $4,543 $5,907 Monthly Grade : MCP.03.

The Ministry of Finance (the Ministry) oversees government revenue, expenses, assets, and liabilities. Finance is the lead Ministry for fiscal policy; budget development and integrity; managing provincial debt; designing and administering fair, efficient, and competitive tax regimes; pension and benefit administration; labour relations advice to the Government of Saskatchewan; and ensuring effective financial management and accounting policies and procedures. We are committed to high citizen and client satisfaction through workplace excellence, continuous improvement, and innovation.

The Treasury Board Secretariat provides analysis and advice to decision makers (Deputy Minister, Minister, Treasury Board and Cabinet) on the strategic alignment, management, control, allocation, and performance of government expenditures. This includes providing financial and policy analysis regarding both existing and proposed programming initiatives; presenting evidence-based, viable alternatives on expenditure decisions; and preparation and production of the Budget Estimates.

The Opportunity

The Treasury Board Secretariat is in search of a senior level administrative leader to fill the role of Senior Executive Coordinator for a one-year term. As a Senior Executive Coordinator, you will demonstrate initiative and thrive in a fast-paced and changing work environment. The position provides a unique government-wide perspective that supports career growth and advancement.

Reporting to the Assistant Deputy Minister, you will play an important and pivotal role as a member of our team, providing senior-level administrative leadership and office management support. Responsibilities include:

• Managing incoming and outgoing confidential documents including production of budget briefing material for Treasury Board Members, Cabinet and Caucus;
• Proofreading, editing, preparing and distributing a variety of confidential documents including Treasury Board material, Cabinet Items and Minutes in accordance with Government of Saskatchewan (GOS) visual identity standards and other formatting requirements;
• Managing the Assistant Deputy Minister's calendar;
• Central coordination and distribution of meeting material required for Treasury Board and Cabinet meetings;
• Coaching, mentoring, and supervising the work and activities of the Executive Coordinator;
• Coordinating committee meeting agendas and related materials with Ministers' Offices, other ministries, Crowns and agencies.
• Planning, scheduling and coordinating travel and logistics for meetings, training sessions and other events;
• Monitoring administrative processes and making improvements across the division to ensure optimum efficiency;
• Participating in and coordinating management meetings including drafting and distributing agendas; recording minutes; and, tracking and monitoring action items to ensure timelines are met;
• Maintaining manual and electronic filing and records management systems;
• Managing shared calendars, maintaining office equipment, and assisting with on and off boarding staff members;
• Verifying, coding, processing and tracking invoices for approval and payment ensuring policy compliance;
• Compiling expense information and preparing budget reports for review;
• Creating, editing, posting, retrieving and managing information using Microsoft Office software and SharePoint;
• Supporting the administrative coordination of access and privacy; and,
• Ordering supplies and handling office equipment repairs and furniture replacement.

On occasion, our team is required to work additional hours outside of normal business hours to meet deadlines during the budget cycle commencing late fall and carrying through to March. Flexible work arrangements may be accommodated, particularly outside of the budget cycle, in order to support a healthy work-life balance.

Ideal Candidate

The ideal candidate will be an experienced administrative professional who is:

• Independent, responsible, flexible and confident in order to organize, prioritize and proficiently complete multiple tasks while dealing with frequent interruptions, changing demands and tight deadlines;
• Thorough and accurate to ensure high-quality work;
• Aligned with organization and ministry goals, priorities and values;
• Supportive and accountable when supervising or working as a member of a team;
• Exceptionally attentive to detail while demonstrating a sense of urgency;
• Discreet in handling sensitive and confidential information;
• Proficient in managing budget activities and monitoring office expenditures;
• Approachable, courteous, cooperative and collaborative in order to build strong working relationships;
• An exceptional communicator both verbally and in writing;
• Innovative in order to identify and make process improvement recommendations; and,
• Adaptable in order to meet new challenges as they arise.

Typically, the knowledge and experience required to achieve the above is obtained through:

• A combination of formal education in business or office administration, combined with work experience in a similar role;
• Advanced ability using a variety of computer software applications such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint and Adobe Acrobat);
• Knowledge of office management and government administrative protocols, records management procedures and basic knowledge of accounting; and
• Experience coaching, mentoring and supervising staff.

What We Offer

• Dynamic, challenging work for talented individuals;
• A competitive salary;
• Comprehensive benefits package including pension;
• Vacation, earned days off (EDO) and other types of leave;
• Inclusive work environment;
• Advancement opportunities; and,
• Flexible work arrangements.

Note: Candidates that apply may be considered for future permanent and temporary similar positions.

We are committed to workplace diversity. Hours of Work : A - MANAGEMENT SUPPORT GROUP Office 36 - one day off every two weeks Number of Openings : 1 Closing Date : May 27, 2024, 12:59:00 AM