Executive Support

Job Information
Job Title: Executive Support
Job Requisition ID: 64127
Ministry: Justice
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Permanent
Scope: Open Competition
Closing Date: October 31, 2024
Classification: Executive Support 3
Salary: $2,201.29 to $3,135.11 bi-weekly ($57,543 - $81,826/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.

The Ministry of Justice helps ensure that all Albertans can live in safe and resilient communities while having access to a fair and innovative justice system. Working alongside its partners in law enforcement, family justice, health, the judiciary, criminal justice system and other stakeholders, the ministry has a direct or shared responsibility in all elements of the justice system in Alberta. Follow this link find out more about our department https://www.alberta.ca/justice-and-solicitor-general.aspx.

Information regarding the Alberta Crown Prosecution Service (ACPS) can be found by visiting our website at: https://www.alberta.ca/alberta-crown-prosecution-service.aspx.

Role Responsibilities

Do you enjoy working in a fast-paced environment with new challenges every day? Do you love juggling multiple tasks amid ambiguity, improving processes, taking on projects, and working with others? If so, this Executive Support position with the Government of Alberta might be a great fit for you.

The Executive Support is a key member of the Deputy Minister’s Office (DMO) and serves as a liaison with external stakeholders, internal executive offices, division branches and other government Ministries.

This position deals with challenging, high-profile issues of sensitive and confidential nature and require a thorough knowledge and understanding of departmental operations, policies and practices. You will deal with challenging, high-profile issues of sensitive and confidential nature and require a thorough knowledge and understanding of departmental operations, policies and practices.

The main responsibilities of this position include:

• Providing coordination for the day-to-day operation of the Deputy Minister’s Office (DMO) (e.g. scheduling and coordinating meetings and general office logistics, coordinating special projects for the executive team, etc.).
• Effectively managing Deputy Minister’s calendar, meeting requests, e-mails and preparing travel arrangements.
• Reconciling expenses.
• Liaising with stakeholders to ensure appropriate briefings and documents are provided ahead of meetings.
• Providing staff with direction and advice on procedures with Action Requests, briefings and legislation.
• Acting as a branch liaison to ensure accurate and timely information for programs & procedures are provided to the Deputy Minister’s Office.
• Building and maintaining strong supportive relationships with internal GoA stakeholders and external contacts.
• Identifying administrative issues with potential to impact the operation of the office; recommend solutions and courses of action to deal with issues.
• Working on short and long-term assignments on a variety of department or divisional issues. Identify scope of project and deliverables, review requirements, manage project timetables and produce deliverables including making recommendations and taking appropriate actions.
• Coordinating a wide range of department or division meetings and events. Identify and secure logistical needs, prepare necessary correspondence, agendas, minutes etc.
• Leading and providing support to initiatives and projects that address business needs or integrate various division or department priorities.
• Reviewing departmental expenditures, commitments and budget projections.

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To be successful in the role, you will be required to demonstrate:

• Excellent time management, organizational, coordination skills while maintaining a high degree of professionalism and confidentiality.
• A high-level of independent action and thought.
• Excellent verbal and written communication skills, including the ability to communicate effectively with offices of government executives and key stakeholders.
• Public relations skills – professionalism, relationship building and diplomacy.
• The ability to multitask and organize conflicting priorities with competing deadlines.
• Political acumen: have a solid understanding on how to navigate complex situations in large-scale organizations including skills in conflict resolution and collaborative negotiation.
• Sound judgment and initiative.
• Excellent organizational skills and a keen eye for detail.
• Experience in identifying and setting priorities.
• Excellent coordination, planning, and prioritization skills to ensure critical operational tasks are completed efficiently and accurately.
• Troubleshooting skills that will enable you to solve issues as they arise.
  

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: https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

Agility – Must be able to anticipate, assess, and readily adapt to changing priorities, maintain resilience, and work effectively in changing environments.

Drive for Results – Sets goals and prioritizes work to accomplish them- Follows through on duties and tasks and reports on progress.

Develop Self and Others – Desire to invest in the development of the long-term capability of self and others.

Build Collaborative Environments – Leads and contributes to the conditions and environments that allow people to work collaboratively and productively to achieve outcomes.

Develop Networks – Proactively builds networks, connects and build trust in relationships with different stakeholders.

Systems Thinking – Understands how work contributes to the achievement of departmental goals. Anticipates changes in own area based on activities in other area.

Creative Problem Solving – Have the ability to assess options and implications in new ways to achieve outcomes and solutions.

Qualifications

Two-year related diploma and three years progressively responsible related experience; or equivalent as described below.

Directly related education or experience considered on the basis of:

• 1 years of education for 1 year of experience; or
• 1 year of experience for 1 year education

Assets:

• Strong experience managing, scheduling and coordinating day-to-day operations including calendar, meeting and email management.
• Strong computer skills, good knowledge of appropriate software and ability to organize data logically (Microsoft Word, Excel and Power Point, Visio, Outlook)
• Experience with writing, editing and routing action requests and correspondence.
• Experience in issues management and ability to solve operational and procedural problems.
• Experience with project and program management.
• Experience with budgeting, forecasting, purchasing and reconciling expenses.
• Strong experience with a variety of Government programs including 1GX, BERNIE and Action Request Tracking System (ARTS).

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

A cover letter is required. In your cover letter, please provide information that clearly demonstrates how your qualifications meet the advertised requirements for this position.

In your resume, please include dates (including months and years) associated with all education and work experience. As well, please indicate whether your work experience is casual, part-time or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

Pre-employment checks will be completed to assess the candidate’s suitability for a role. These checks can include (but are not limited to): references, criminal record check and academic verification. 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
• Leadership and mentorship programs
• Professional learning and development – https://www.alberta.ca/alberta-public-service-human-resource-directives
• 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 and modified work schedule agreements
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca
  

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 Robbie Hoffman at [email protected].