Executive Assistant to DM
Job in
Edmonton, Alberta, Canada
Listing for:
Government of Alberta
Full Time
position
Listed on 2026-01-03
Job specializations:
-
Administrative/Clerical
Business Administration, Administrative Management
-
Management
Business Administration, Administrative Management
Job Description & How to Apply Below
Role Responsibilities
The Executive Assistant, Deputy Minister Office is a key member of the Executive Support team in the department of Energy and Minerals. This position provides comprehensive administrative support and leadership directly to the Deputy Minister Office (DMO) and indirectly throughout the department. Primary responsibilities include managing the Deputy Minister’s calendar and ensuring meeting material is managed and available to the Deputy Minister (DM).
As required, other duties include assigning and tracking Action Requests (ARs) to obtain current briefing materials for meetings, making travel arrangements, reviewing executive management expenses for accuracy prior to approval, routinely scanning the DM’s email to ensure that actions are responded to in a timely manner, and any urgent items are brought to the attention of the DM and/or Executive Director, Executive Operations.
This position is also responsible for responding directly to day-to-day administrative inquiries, records and file management, and for managing correspondence for the DM signature.
This position deals with challenging, high-profile issues of a sensitive and confidential nature and requires a thorough knowledge and understanding of departmental operations, policies, and practices.
The main responsibilities of this position include:
Coordinate all activities related to the DM's schedule; screen and prioritize meetings to ensure the best value for time; manage scheduling issues; and redirect requests where appropriate.Prepare meeting packages for the DM and ensure that internal and external participants receive material in a timely manner. Action briefing notes, speaking notes, and presentations in advance of meetings, as needed.Manage an effective ‘Bring Forward’ system to ensure completeness of meeting packages.Proof-read prepared correspondence for accuracy, grammar, and proper format in advance of DM review.Bring unique and/or contentious items to the attention of the Executive Director, Executive Operations.Screen telephone calls, resolve issues at point of contact and/or direct to appropriate division or external stakeholder, as required.Manage a filing system for the DMO according to professional standards from creation through to archives or destruction of files.Prepare DM expenses ensuring governing financial policies and procedures are adhered to and submitted appropriately.Review and verify accuracy of executive management expenses and DM hosting invoices prior to submitting for payment, as required.Code and reconcile Deputy Minister Office invoices for accounts payable, as required.To be successful in the role, you will be required to demonstrate:
Excellent time management, organizational, and coordination skills as well as a high degree of professionalism and confidentiality.Leadership qualities and be able to effectively delegate through others to achieve a desired outcome.Strong relationship building competencies to ensure cohesion among executive support staff throughout the department, including, but not limited to establishing streamlined processes, identifying effective methods of communication, and provide coaching and mentoring as appropriate.Excellent verbal and written communication skills, including the ability to communicate effectively with offices of government executives and key stakeholders.
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