Executive Coordinator

Wascana; Regina; On-site; CAD 60,000 - 80,000; Full time

Job summary

The Ministry of Immigration and Career Training is seeking an organized, confident administrative professional for the position of Executive Coordinator. You will deliver administrative and office management support, lead, guide, coach, advise, and encourage co-workers in a respectful government environment.

Reporting to the Executive Director, you will manage HR processes, file management, scheduling, logistics, budget monitoring, and coordinate between offices, ministries, and staff to ensure

Qualifications

• Clear and concise communication with senior officials and clients.
• Advanced computer skills to create, format, proofread, and edit documents.
• Proactive problem solving and trust-building in a government setting.

Responsibilities

• Lead the administration of HR processes, file management, scheduling, logistics, and budget monitoring.
• Act as liaison between Executive Directors' offices and ministry staff, ensuring timely information flow.
• Review, prioritize, direct and coordinate requests while maintaining confidentiality and accuracy.
• Coordinate activities across the ministry and with other government bodies to balance priorities.
• Provide guidance to staff and foster cross-team collaboration for effectiveness.

Job description

The Opportunity:

The Ministry of Immigration and Career Training is seeking a well-organized, confident, and highly motivated administrative professional for the position ofExecutive Coordinator.Working in a complex environment that requires multi-tasking, confidentiality, and juggling shifting priorities, you will deliver administrative and office management support. Your diplomacy, tact, and ability to lead, guide, coach, advise, and encourage co-workers are key to success in this rewarding position.

This position offers the chance to join an exciting ministry, supporting the Corporate Services Branch. The successful candidate will join a team of administrative professionals who work together to support the ministry's executive management team. The ministry's one-team approach to administrative support means that the successful candidate will have experienced and supportive colleagues, as well as opportunities to learn and grow.

In support of the Executive Director, the successful candidate will:

• Lead the administration of human resource processes, electronic and paper file management, scheduling and logistics of branch and Executive Director activities and budget and forecast monitoring;
• Act as a liaison between the Executive Directors' offices and the Executive Management team, the Minister's Office, as well as Ministry staff to disseminate information, clarify instructions and follow up on matters pertaining to referrals, inquiries, and meetings, while ensuring timelines are met;
• Review, prioritize, direct and coordinate requests and follow up as necessary, while ensuring confidentiality, consistency, and accuracy;
• Work with others within the Ministry and across the provincial and federal governments to coordinate activities, balance multiple priorities, and provide timely and accurate information; and

• Provide guidance to staff across the Ministry and create cross-team collaboration for organizational effectiveness.

Success in this role demands:

• Clear andconcise communication, both verbally and in writing, with senior officials, internal and external clients, and colleagues to obtain and provide information and explain policies and procedures;
• Advanced computer skills to accurately create, format, proofread and edit clear and presentable documents such as tables, forms, presentations, and briefing notes;
• Proactive problem solving and identification of creative solutions;
• A trustworthy and diplomatic professional who earns and sustains trust, respect, and confidence of staff at all levels of the Ministry;
• An energetic team player whom tactfully and respectfully supports colleagues to promote a positive work environment; and
• Consistent demonstration of the Government of Saskatchewan's Commitment to Excellence including the values of Respect and Integrity, Serving Citizens, Excellence and Innovation, and Acting as One Team.