Executive Secretary - Assistant Deputy Minister's Office (2 Positions)

Government of Alberta; Edmonton; Hybrid; CAD 61,000 - 82,000; Full time

Benefits offered by this job

Positive workplace culture

Work-life balance

Job summary

Government of Alberta in Edmonton seeks an Executive Secretary to provide executive-level support for two Assistant Deputy Minister offices. You will manage complex calendars, coordinate communications, and prepare briefing materials to enable timely decision-making.

The role requires a High School Diploma with four years of related experience, strong organizational and communication skills, and the ability to liaise with internal and external stakeholders.

Qualifications

• Experience providing support to C-suite executives in a large/complex organization.
• Ability to manage executive calendars, meetings, travel arrangements, and briefing materials.
• Experience coordinating internal and external communications and liaison duties.
• Understanding of HR administration practices including staffing and onboarding within 1GX.
• Experience managing financial and administrative processes and policy compliance.

Responsibilities

• Serve as the primary point of contact for internal and external stakeholders, fostering strong relationships and ensuring timely, accurate communication on behalf of the ADM and division.
• Manage the ADM's complex calendar, scheduling, meetings, briefing materials, and travel arrangements to support effective time management and executive decision-making.
• Coordinate, review, and track executive correspondence, ARTS, information requests, and key deliverables to ensure quality, accuracy and adherence to deadlines.
• Support workforce planning and human resource administration, including staffing, recruitment, onboarding, organizational reporting and employee data management.
• Manage financial and operational administrative activities, including expense claims, invoices, financial reporting, approvals and compliance with corporate policies and controls.
• Coordinate divisional administration and business operations, including multi-branch initiatives, facilities and technology support, records management and advanced administrative services.
• Provide strategic and executive support through issue management, problem solving, process improvement, staff guidance and coordination of special projects.

Education

High School Diploma

Job description

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Executive Secretary - Assistant Deputy Minister's Office (2 Positions)

Job Information
Job Title:Executive Secretary - Assistant Deputy Minister's Office (2 Positions)
Job Requisition ID:87515
Ministry:Education and Childcare
Location:Edmonton
Full or Part-Time:Full Time
Hours of Work:36.25hours per week
Permanent/Temporary/Wage: Permanent
Scope:Open Competition
Closing Date:October 7, 2026
Classification:Executive Support 2
Salary: $2,347.26 to $3,142.57 bi-weekly ($61,263 - $82,021/year)

The Alberta Public Service works to build a stronger province for current and future generations. We make a difference in the lives of Albertans through rewarding and diverse career opportunities.

The Ministry of Education and Childcare supports students, parents, teachers and administrators from Early Childhood Services (ECS) through Grade 12.

The Ministry of Education and Childcare is seeking professional and highly organized Executive Assistants to provide executive-level support for two Assistant Deputy Minister Offices:

• Strategic Services and Governance

As the successful candidate, your main responsibilities will include:

• Serve as the primary point of contact for internal and external stakeholders, fostering strong relationships and ensuring timely, accurate communication on behalf of the ADM and division.
• Manage the ADM's complex calendar, scheduling, meetings, briefing materials, and travel arrangements to support effective time management and executive decision-making.
• Coordinate, review, and track executive correspondence, Action Requests (ARTS), information requests, and key deliverables to ensure quality, accuracy and adherence to deadlines.
• Support workforce planning and human resource administration, including staffing, recruitment, onboarding, organizational reporting, employee data management and 1GX Workplace Administrator functions.
• Manage financial and operational administrative activities, including expense claims, invoices, financial reporting, approvals, and compliance with corporate policies, procedures and controls.
• Coordinate divisional administration and business operations, including multi-branch initiatives, facilities and technology support, records management and advanced administrative services.
• Provide strategic and executive support through issue management, problem solving, process improvement, staff guidance and the coordination of special projects and initiatives on behalf of the ADM.

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 – You can adapt quickly to changing landscape and priorities, foster agility in others, and create processes and opportunities that encourage proactive and flexible practices.

Drive for Results – You are able to hold true to principles and confront problems directly, taking steps to rectify problem situations.

Develop Self and Others – You have a commitment to lifelong learning and the desire to invest in the development of the long-term capability of yourself and others.

Build Collaborative Environments – You can promote sharing of expertise among wide-ranging teams to achieve ministry outcomes.

Develop Networks – You have the ability to proactively build networks, connect with and build trust in relationships with stakeholders and colleagues.

Systems Thinking – You are able to see both the big picture and the details. You are able to evaluate broad reaching impacts and use the knowledge to inform and process

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

Qualifications

High School Diploma and four years progressively responsible related experience; or equivalent as described below.

Equivalency - 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

Requirements:

• Previous experience providing support to C-suite executives in a large/complex organization.

Assets:

• Experience managing complex executive calendars, coordinating meetings, travel arrangements, and briefing materials to support leadership priorities and decision-making.
• Experience serving as a primary liaison for internal and external stakeholders, ensuring timely communication, issue resolution and relationship management.
• Experience preparing, reviewing, and tracking correspondence, action requests, briefing materials, and executive approvals while maintaining accuracy and meeting deadlines.
• Understanding of human resource administration practices, including staffing, recruitment, onboarding, workforce reporting and employee transactions within 1GX.
• Experience managing financial and administrative processes, including expense claims, invoices, reporting, approvals and compliance with corporate policies and controls.
• Experience coordinating divisional operations, multi-branch initiatives, records management, facilities support and administrative business processes.

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.

Selected candidates will be required to complete a written assessment.

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

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 [e-mail] .