Assistant to Executive Director
Job in
Edmonton, Alberta, Canada
Listing for:
Government of Alberta
Full Time
position
Listed on 2026-06-09
Job specializations:
-
Administrative/Clerical
Business Administration, Administrative Management
-
Management
Business Administration, Administrative Management
Job Description & How to Apply Below
Role Responsibilities
Reporting to the Executive Director, Primary Care Transformation 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 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 (calendar coordination, binder preparation, hosting, travel arrangements, etc.).Coordinate ordering of office supplies, equipment, and related resources.2. Branch Operations & Coordination
Recommend, communicate, and implement administrative processes and procedures to improve branch 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 Worksite, 1GX, and BERNIE guide for building, employee, and IT-related requests or issues.Participate in branch management meetings and support coordination of branch-wide processes.3. Financial Administration
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.
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