Executive Assistant / Branch Administrator

Government of Alberta; Edmonton; On-site; CAD 57,000 - 71,000; Full time

Job summary

An established industry player is seeking a detail-oriented Executive Assistant / Branch Administrator to join their dynamic team. In this pivotal role, you will be the backbone of the branch, ensuring seamless operations through effective coordination of contracts, meetings, and executive schedules. Your organizational prowess and proactive approach will help streamline processes and enhance team productivity. This position offers a unique opportunity to contribute to a diverse and inclusive public service, where your skills will directly impact the effectiveness of the organization. If you thrive in a fast-paced environment and are passionate about supporting leadership, this role is perfect for you.

Qualifications

• Minimum high school diploma with four years of related experience.
• Experience supporting executive operations and financial processes.

Responsibilities

• Coordinate contracts and records, ensuring smooth operations.
• Provide executive support, managing calendars and communications.

Skills

Organizational Skills

Effective Communication

Problem-Solving

Executive Calendar Management

Public Sector Finance Knowledge

Flexibility and Initiative

Education

High School Diploma

Post-Secondary Education

Tools

Microsoft Teams

Public Sector Financial Systems

Job description

Executive Assistant / Branch Administrator

Job Information
Job Title: Executive Assistant / Branch Administrator
Job Requisition ID: 70139
Ministry: Public Service Commission
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Permanent
Scope: Open Competition

Closing Date: Open until a suitable candidate is found
Classification: Administrative Support 6E
Salary: $2,199.79 to $2,704.68 bi-weekly ($57,414 to $70,592/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.

The Public Service Commission (PSC) provides human resources services to the Government of Alberta. The Learning and Development (L&D) Branch in the PSC designs and delivers programming for the Alberta Public Service (APS) with the goal of helping the workforce achieve its goals.

As part of a newly created branch, the Executive Assistant / Branch Administrator is the administrative backbone of our team. In this role, you will:

• Keep things running smoothly: Coordinate contracts, procurements and records, by creating systems that keep everything on track and operating seamlessly.
• Be the go-to person: Help executives and team members get things done by providing value-added service and connecting the dots when responding to questions.
• Provide exceptional executive support: Coordinate a busy executive’s calendar and serve as a central point of coordination, ensuring scheduling and communications reflect their priorities and leadership values.
• Organize with precision: Prepare meetings and briefing packages, ensuring everything is planned, organized and up-to-date, so everyone has what they need when they need it.
• Create efficiency: Continuously refine branch processes to make them easy to navigate, helping team members be more proactive and less reactive.
• Navigate the big picture: Use good judgment in day-to-day decisions that consider priorities of the branch and the APS.

To be successful in this role, you need to:

• Be organized and detail-oriented: You can track deadlines, juggle several projects at once, and keep things running smoothly even when there is a lot happening.
• Work the system: When something needs to be solved, you can figure out who to talk to, how to contact them, and what to do.
• Communicate effectively: Whether you’re sending an email or chatting on Teams, you make sure your message is easy to understand and appropriate for the audience.
• Master the executive calendar: You can steer an executive’s calendar—anticipating scheduling challenges and effectively representing the senior leader’s priorities.
• Navigate budgets, contracts and public sector finance with confidence: You’re comfortable with public sector financial processes and ensure everything aligns with APS policy and protocols.
• Be flexible and take initiative: You don’t just react to requests—you anticipate needs, spot opportunities for improvement, and take action to make things better for the whole team.

Qualifications

Your cover letter and resume will be used in lieu of a writing assignment to assess your qualifications, including your written communication skills and your attention to detail.

Ensure your cover letter meets all of the following criteria:
• Includes a professional salutation;
• Identifies the relevant job opportunity (i.e. Executive Assistant / Branch Administrator);
• Is concise, without spelling/grammatical errors;
• Clearly identifies the number of years of experience you have supporting an executive (or senior leader); and
• Clearly identifies the number of years of experience you have working in a public sector organization.

Ensure your resume meets all of the following criteria:
• Includes starting and ending month & year of each role;
• Is concise, without spelling/grammatical errors;
• Has a clear, consistent layout that demonstrates your attention to detail; and
• Provides information about each role using clear and concise bullet points.

Applications without a cover letter and resume that meet all of the above criteria will not be considered.

Minimum recruitment standard: High school diploma and four years of related experience.

Equivalency: Related education or experience is considered on the basis of:
• 1 year of education for 1 year of experience; or
• 1 year of experience for 1 year of education.

Other requirements (i.e. “must haves” to be considered for the role):
• Experience supporting executive/senior leader operations, including scheduling;
• Experience administering financial processes in a public sector context (e.g. monthly forecasts, procuring supplies);
• Knowledge of government organization and hierarchy structures, and how they affect meeting management, projects and decision-making.

Assets (i.e. “nice to haves”):
• Knowledge of APS corporate systems, including 1GX, ARTS, and EPS;
• Knowledge of public sector procurement/contracting policies.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

To be considered for this competition, your application must include a well-written cover letter and resume. Carefully review the Qualifications section to see the specific requirements for the cover letter and resume that are unique to this role. If your application does not include a cover letter and resume that clearly meet these requirements, your application will not be considered.

Location and Hours of Work:
Our office is located in downtown Edmonton. Alternate work locations are not available at this time, however hybrid work options may be available on a case-by-case basis, subject to government policy and operational viability.

Business hours are Monday to Friday, 8:15 am to 4:30 pm. Hours of work are 7.25 hours per day / 36.25 hours per week. Modified work hours may be available on a case-by-case basis, subject to government policy and operational viability.

Final candidates will be required to undergo a security screening. 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.

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.

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) or from a recognized Canadian Credential Evaluator; please visit the Alliance of Credential Evaluation Services of Canada for more information.

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 Cindy Zaiffdeen at [e-mail].