Executive Administrative Assistant

The Opportunity:

The Ministry of Social Services is seeking a highly motivated, organized, and detail-oriented professional to serve as Executive Coordinator for the Finance Branch within the Finance and Corporate Services Division.
Reporting to the Executive Director, you will provide administrative and office coordination support to the branch. In this role, you will support branch operations through correspondence and records management, meeting and approval process coordination, invoice and payment processing, staffing support, and preparation of materials for senior management, including review and coordination of budget-related and audit-related information requests and materials.
The position operates in a fast-paced environment with multiple priorities and competing deadlines. Success requires strong organizational skills, sound judgment, attention to detail, and the ability to adapt to changing priorities while maintaining a high level of accuracy and professionalism. You will collaborate with staff across the ministry and build positive working relationships with internal and external stakeholders.
Typically, the knowledge and abilities required for this position would be obtained through a certificate or diploma in business or office administration, combined with experience providing administrative support and coordinating office operations. An equivalent combination of education and experience will be considered.

• Manage the Senior Executive’s calendar through collaboration, prioritization, and scheduling.
• Assemble briefing and background materials for the Senior Executive in preparation for meetings.
• Monitor the Senior Executive’s email and redirect requests to appropriate team members.
• Plan, schedule, and coordinate travel and logistics for meetings, training sessions, and other events.
• Identify and implement improvements to streamline administrative operations.
• Train, mentor, and supervise an administrative team.
• Draft, edit, and proofread correspondence in accordance with visual identity standards.
• Coordinate and participate in management meetings by preparing agendas, recording minutes, and tracking action items to ensure deadlines are met.
• Manage all incoming and outgoing correspondence to ensure timely distribution.
• Maintain manual and electronic filing systems, including bring‑forward and records‑management processes.
• Process invoices, including coding and tracking for approval and payment in compliance with policies.
• Compile expense data and prepare budget reports for review.
• Order office supplies and arrange equipment repairs and furniture replacements.

Job Capabilities:

In this leadership and supervisory role, we are seeking someone who:

• Holds themselves and others accountable for delivering on work expectations.
• Demonstrates innovation and supports their team to identify, iterate, and implement new solutions.
• Brings people together in a collaborative manner and builds relationships that deliver desired outcomes.
• Is inclusive, promotes, supports, and enables belonging, encourages diversity, and values all contributions.
• Is adaptable, anticipates the impact of change, models agility, and supports their team through ambiguity.
• Is outcomes-focused, enables their team to meet or exceed established goals, and balances longer term objectives with tactical execution.

Technical Knowledge and Skills:

You will have knowledge of:

• Administrative practices, records management and filing systems;
• Financial processes, including invoice processing and payment procedures; and,
• Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams and other office technologies.
  

You will have the demonstrated ability to:

• Support senior leaders through calendar management, inbox management, meeting coordination and executive correspondence;
• Plan, prioritize and organize work in an environment with frequent interruptions, changing priorities and tight deadlines;
• Coordinate, track and maintain records, correspondence and documents to ensure information is accurate, accessible and managed appropriately;
• Prepare, format, proofread and distribute a variety of documents, reports and briefing materials for senior management;
• Coordinate meetings, agendas, action items, information requests and materials involving multiple stakeholders and competing timelines;
• Support staffing activities through administrative coordination of recruitment and hiring processes;
• Exercise discretion and handle sensitive and confidential information appropriately;
• Work independently and collaboratively with others to establish, build and maintain positive working relationships and ensure deadlines, goals and objectives are met; and

• Monitor and improve administrative processes to support the efficient operation of the branch.

You will be:

• Accurate and attentive to detail;
• Reliable, conscientious and dedicated; and
• Organized and thorough.
  

Job Skills:

• Communication (Level B)
• Critical Thinking (Level B)
• Digital Skills (Level B)
• Interacting with Others (Level B)
• Navigating Ambiguity (Level B)
• Managing Self (Level B)
• Health, Safety and Wellness (Level C)
• Data Literacy (Level B)
• Influence (Level B)
• Political and Organizational Awareness (Level A)
• Managing Organizational Resources (Level B)
• Managing Talent (Level B)

Learn more about the Government of Saskatchewan’s Capabilities and Skills Framework here.

What We Offer:

• Dynamic and challenging work
• Competitive salary
• Comprehensive benefits package including pension
• Vacation, scheduled days off, and other types of leave
• Inclusive work environments
• Career growth, development, and advancement opportunities
• Flexible work arrangements

Our Commitment to Excellence:

The Government of Saskatchewan upholds deep-rooted values of Respect and Integrity, Serving Citizens, Excellence and Innovation, and Acting as One Team.