Assistant to Executive Director

Government of Alberta; Edmonton; Hybrid; CAD 57,000 - 72,000; Full time

Benefits offered by this job

Positive workplace culture and work‑to

Job summary

Government of Alberta is seeking an organized, proactive Administrative Assistant to support the Executive Director and the branch leadership team in downtown Edmonton. You will coordinate calendars, manage documents, and handle HR tasks, budgets, and procurement to ensure smooth operations.

You will work across cross-functional teams, maintain records, support meetings, and oversee processes that drive branch efficiency and accountability.

Qualifications

• High school diploma required; three years of related experience.
• Experience with grant cycles, reporting, and compliance.
• Budget experience including tracking expenditures and supporting financial processes.
• Strong coordination, organization, and communication skills.
• Experience with documents and working in fast-paced environment.

Responsibilities

• Manage the Executive Director’s calendar, including scheduling meetings and preparing materials.
• Review, track, and follow up on action items from stakeholders, including the ADM Office.
• Perform records management duties including filing, archiving, destruction per policies.
• Maintain content inventories and support branch SharePoint sites.
• Assist with HR tasks including updating job descriptions and coordinating interviews.
• Draft, edit, and send correspondence on behalf of the branch or Executive Director.
• Support logistics for official meetings, including travel arrangements and binder prep.
• Coordinate the ordering of office supplies and related resources.
• Coordinate branch processes and invoices; collaborate on budget forecasting and salary reporting.

Skills

Organization

Communication

Coordination

Documentation

Stakeholder collaboration

Education

High school diploma

Equivalency considered

Tools

1GX

BERNIE

RIM Hub

GAMS

SharePoint

Microsoft Office

Adobe Acrobat Pro

Job description

Select how often (in days) to receive an alert:

Job Information
Job Title:Assistant to Executive Director
Job Requisition ID:87551
Ministry:Primary and Preventative Health Services
Location: Edmonton
Full or Part-Time: Full-time
Hours of Work: : 36.25 hours per week
Permanent/Temporary/Wage: Permanent
Scope: Open Competition
Closing Date: September 11, 2026
Classification: Administrative Support 5(015ASA)
Salary: $2,192.15 to $2,773.77 bi-weekly ($57,215 - $72,395/year)

The Ministry of Primary and Preventative Health Services 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 system-wide health challenges, improving health outcomes, and maintaining fiscal responsibility. The ministry supports Albertans’ health and well-being throughout their lives by protecting public health and promoting wellness; coordinating and delivering safe, person-centered, 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 Primary and Preventative Health Services establishes the Government of Alberta’s 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 athttps://www.alberta.ca/primary-and-preventative-health-services .

We are seeking a highly organized, proactive, and detail‑oriented administrative professional to support the Executive Director and branch leadership team. This role is central to ensuring smooth daily operations, effective communication, and strong administrative processes across the branch. You will coordinate competing priorities, support administrative and financial processes, and serve as a key point of contact for branch operations. If you excel at coordination, thrive in a fast‑paced environment, and take pride in delivering exceptional service, we encourage you to apply.

Role Responsibilities

Reporting to the Executive Director, Policy and Partnerships, the Assistant to Executive Director is a key contributor to operational excellence. This role provides broad administrative expertise and ensures the smooth functioning of day‑to‑day activities that support strategic work across the Branch. You will be the organizational anchor for the team, coordinating information, managing workflows, and supporting critical administrative processes that enable the Branch to deliver on its mandate.

The job responsibilities include:

1. Administration & Human Resources Support

• Manage the Executive Director’s calendar, including scheduling meetings and preparing meeting materials.
• Review, track, and follow up on action items and requests from internal and external stakeholders, including the ADM Office and other departmental areas.
• Perform records management duties such as filing, archiving, and document destruction in accordance with policies and procedures.
• Maintain content inventories and support branch SharePoint site(s).
• Assist with HR tasks including updating job descriptions, preparing staffing requests, maintaining the organizational chart, and coordinating interviews.
• Draft, edit, and send correspondence, memos, and letters on behalf of the branch or Executive Director.
• Support logistics for official meetings, including calendar coordination, binder preparation, hosting, travel arrangements, and related activities.
• Coordinate the ordering of office supplies, equipment, and related resources.

2. Branch Operations & Coordination

• Recommend, communicate, and implement administrative processes and procedures to improve branch effectiveness and efficiency.
• Proofread and edit branch documents to ensure accuracy and compliance with legislative and organizational standards.
• Liaise with branch and division staff to support communication and progress toward branch goals.
• Serve as the branch’s guide and point of contact for Worksite, 1GX, BERNIE and building, employee, and IT-related requested or issues.
• Participate in branch management meetings and support coordination of branch-wide processes.
• Process and track invoices in accordance with financial procedures.
• Collaborate monthly with the Budget Analyst and Executive Director on budget forecasting and salary reporting.
• Complete contract and grant administration tasks, including updating GAMS information.
• Ensure fiscally responsible branch spending on items such as cell phones, computer equipment, and office supplies.
• Prepare and submit expense claims as required.

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.

Agility

• Adapt quickly, stay composed under pressure, and take initiative to make things better.
• Spot opportunities to improve processes and act on them.
• Adjust your approach as situations evolve.
• Stay optimistic and level‑headed in stressful moments.
• Seek guidance when needed to navigate change effectively.
• Work creatively while respecting organizational guidelines.

Build Collaborative Environments

• Recognize that great work happens when people work well together.
• Encourage broad thinking and help remove barriers to progress.
• Facilitate open communication and cross‑team collaboration.
• Anticipate conflict early and help resolve it constructively.
• Recognize others’ contributions and elevate talent.
• Foster commitment and shared ownership across teams.

Drive for Results

• Set clear goals and take accountability seriously.
• Plan using insight from experience.
• Hold yourself and others responsible for delivering outcomes.
• Partner with teams to achieve shared objectives.
• Consistently aim to exceed expectations.

Creative Problem Solving

• Be curious, analytical, and always looking for a better way.
• Ask thoughtful questions to fully understand challenges.
• Explore new methods to improve results.
• Reflect on what made past projects successful and share your learning.
• Gather diverse data and perspectives to make informed decisions.

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

The following experience is required:

• Experience with grant cycles, reporting, and compliance.
• Budget experience, including tracking expenditures and supporting financial processes.
• Ability to keep people, tasks, and timelines aligned with strong coordination skills.
• Structured, detail‑oriented, proactive, and reliable, with excellent organizational skills.
• Approachable, clear communicator, and able to work with diverse stakeholders with strong people skills.
• Experience using email, spreadsheets, and standard office software with basic desktop skills.
• Effective multitasking skills, with the ability to manage competing priorities without losing momentum.
• Experience handling high‑volume workloads in a fast‑paced environment.
• Experience in process development with improving systems, creating workflows, and standardizing procedures.
• Strong writing, reviewing and editing skills, with the ability to follow and apply style guides.

The following experience is considered as assets:

• Experience with 1GX, BERNIE, RIM Hub, GAMS, and SharePoint.
• Experience supporting grants or contracts administration.
• Experience working in the Government of Alberta or broader public sector.
• Experience using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint and Visio) and Adobe Acrobat Pro.

Hours of work are 08:15a.m. to 04:30 p.m., Monday to Friday. This is a full-time permanent position working 36.25 hours per week in downtown Edmonton.

• Final candidates will be required to undergo a criminal records check (CRC).

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.

Links and information on what we have to offer:

• Positive workplace culture and work-life balance.