Executive Admin Support

You’re an organized, adaptable, and tech-savvy person who takes initiative. Quietly influential, you’re ready to be the go-to person working behind the scenes to make big things happen gathering and organizing information, arranging meetings, double checking budgets, reports, and correspondence, and coordinating and enabling organizational leaders and changemakers to make a difference. Talent Management Strategies (TMS) is a multi-faceted group of HR professionals dedicated to attracting, developing, and retaining healthcare workers to help Alberta Health Services (AHS) deliver on its promise of accessible, sustainable healthcare for all Albertans. AHS is a key part of Alberta’s province-wide health system and a national leader in many areas of healthcare. The organization is recognized as a top employer nationally and provincially, as well as a top employer for young people and diversity. It is an exciting time to be a change leader within AHS, as healthcare administration and delivery across Alberta evolves. Come work for a supportive employer with competitive pay, comprehensive benefits, and opportunities for growth and career development.

The Executive Assistant (EA) to the Senior Program Director (SPD), Talent Management Strategies, provides comprehensive administrative support and reports directly to the SPD whose portfolio is provincial in scope. The position identifies project deliverables and manages project timetables by providing recommendations and appropriate actions. In this role, the EA provides administrative support to the SPD by developing, tracking, and reporting in all phases of strategic projects for the portfolio. Working closely with the SPD and the TMS leadership team, the EA will assist with the execution of project deliverables and timelines, helping to ensure timely completion. The EA will be responsible for monitoring, tracking and carrying out routine administrative inquiries and special projects within the senior executive's offices as well as office administration responsibilities. As the EA, this person will maintain the calendar of, schedule appointments, and make travel arrangements for the SPD. The EA manages executive correspondence, conducting research for background material as well as researching material to include in official correspondence under the SPD’s signature. The EA is involved in preparing, forecasting, and monitoring monthly budgets, including providing the monthly variance explanation, and contract expenditures, tracking contracts, licenses, and subscriptions in preparation for CPSM meetings. The EA will establish and maintain systems for electronic records and file management. In addition, the EA will provide advanced and executive secretariat support to various committees, including the Learning Council, the Learning Advisory Council, and Learning Optimization Steering Committee, including the creation and maintenance of SharePoint sites.

Bachelor’s degree in a Business Administration, Communications, or a related field. Minimum of 5-10 years of experience as an EA, with specific experience supporting senior executives. Minimum of 3 years’ experience with project management tasks, coordinating or overseeing projects on behalf of executives. Minimum of 2-3 years of experience with budgetary processes and functions. Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams), and working knowledge of SharePoint software.

This role is considered a hybrid position, with the opportunity to work remotely after a 3-month probationary period. Successful candidate must be able to be on-site to attend regular meetings and/or staff functions when necessary.

A combination of education and experience may be considered. Previous experience in a large, complex organization, particularly within the healthcare field, is preferred and considered an asset. Previous AHS experience and a working knowledge of AHS systems, policies, and processes is desired. Preference would be towards on incumbent who resides in the Edmonton area, however it is not mandatory.