Executive Director’s Assistant
Do you enjoy working in a fast paced environment providing high quality and timely support to Top Level Executives? Are you organized and able to handle multiple priorities and pressures with ease? If your answer is yes, then you may be the right candidate we are looking for.
Reporting to the Executive Director, this position provides administrative assistance and support to the Executive Director with a high level of efficiency and attention to detail to ensure a high degree of accuracy. The position is responsible for establishing and prioritizing daily activities of the Executive Director’s office by reviewing calendars; scheduling appointments with staff and stakeholders; booking boardrooms; assembling and organizing logistics and background materials for meetings; making travel/accommodation arrangements and organizing teleconferences. Maintaining monthly cash flow and budget forecasts.
The Executive Director’s Assistant provides background information, research, briefing materials, and leads special projects, as required. Additionally, the Assistant is responsible for reviewing, process monitoring and preparing financial documentation in 1GX, which includes coding, verifying the accuracy of, and processing invoices for payment; tracking expenditures; and preparing fiscal year-end accrual documents. Inconsistencies and anomalies found within invoices must be resolved by contracting vendors and Finance officials.
The successful candidate will also provide administration of action requests utilizing ARTS, review/edit documents, coordinate Freedom of Information requests, and ensure timeliness with pressing deadlines. This position liaises with the Assistant Deputy Minister’s office and branches to ensure deadlines are met and administrative support efforts are consistent and coordinated.
This Executive Director’s Assistant requires a high level of leadership, initiative, independence, adaptability, and is able to deal with confidential material to meet the operational needs of the Executive Director’s Office.
The successful candidate will also be required to assign numerous Action Requests (ARs), follow-up and or coordinate responses, review/edit documents, and ensure timeliness with pressing deadlines. The Branch Administrator prepares and monitors budgets and forecasts, manages the purchasing of supplies and services and other procurement using 1GX. Adherence to Government of Alberta policies is critical for reviewing purchases and expenditures.