Download Executive Administrative Assistant

JOB PROFILE
JOB STORE # 202
TITLE:
EXECUTIVE ADMINISTRATIVE ASSISTANT
CLASSIFICATION: EXECUTIVE ADMINISTRATIVE ASSISTANT
JOB OVERVIEW
To provide secretarial and administrative services to an Assistant Deputy Minister (ADM).
ACCOUNTABILITIES
Required:

Manages the ADM’s calendar by determining priorities and urgent situations, scheduling meetings or time, and
making changes and adjustments as required.

Screens incoming phone calls and visitors to determine the nature and priority of the inquiry or request.

Prepares materials for meetings, such as agendas, PowerPoint presentations and background/briefing materials;
and brief the ADM on meeting topics, issues, and background.

Arranges meetings and events with a variety of participants and coordinates the logistics, including facilities and
catering.

Develops, implements, and maintains administrative systems, procedures and standards, including executive
correspondence, templates, records management, and mail processing.

Makes travel arrangements and completes all related travel authorizations and expense reimbursements on
behalf of the ADM.

Types, formats and proofreads a variety of documents and materials such as memos, presentation materials,
graphs, tables, reports, briefing notes, spreadsheets, and Cabinet Submissions from drafts or hand-written notes
using desktop tools such as Word, Excel, PowerPoint and Outlook.

Composes or prepares routine and non-routine correspondence, based on information or notes provided, for
the approval and signature by the Minister, Deputy Minister or the ADM.

Proofreads and/or edits various forms of draft correspondence according to the Ministry’s correspondence
standards, and returns to the author for corrections and changes.

Develops and maintains a tracking system to ensure correspondence, reports, etc., are completed within critical
timelines.

Identifies emerging issues, determines their urgency/priority, gathers and compiles background information,
and briefs the ADM for timely and appropriate decisions and/or action.

Screens incoming correspondence and requests for the Division, forwards to appropriate branch or staff
member for their attention and/or response, and tracks appropriately, using eApprovals and Cliff.

Acts as eApprovals divisional representative, supporting and administering staff training, adding new users,
requesting system updates and monitoring items to move through the system as necessary.

Acts as the main Divisional contact for, and ensures an integrated approach to, freedom of information
requests.
Career Group:
Job Family:
Administrative Services
Secretarial
Job Stream:
Role:
Revised Date:
Admin/Operational
June 2011
JOB REQUIREMENTS

Grade 12, preferably with subsequent related courses/training, such as office administration, public
administration, communications, records management, supervisory, and financial.

Three years’ recent experience working in a senior administrative role (preferred experience working for an
ADM or Executive Director); OR equivalent education and related experience may be considered. Related
experience includes:
o
Managing a demanding calendar by determining priorities and urgent situations, and scheduling and
coordinating appointments.
o
Making travel arrangements and completing all related travel authorizations and expense
reimbursements on behalf of the senior executive.
o
Preparing materials for meetings, such as agendas, PowerPoint presentations and background / briefing
materials.
o
Arranging meetings and events with a variety of participants and coordinating the logistics, including
facilities and catering.
o
Handling, coordinating and prioritizing information, in a confidential environment.
o
Developing, implementing, and maintaining administrative systems, procedures and standards,
including executive correspondence, templates, records management, and mail processing.
o
Coordinating, creating and editing briefing materials, reports and / or correspondence, including proof
reading with a high degree of accuracy.
o
Coordinating financial activities of the office (maintaining office budget, providing forecasts, accounts
payable, and purchasing card reconciliation).
o
Using MS Outlook, Word, Excel, PowerPoint and other standard computer applications.
o
Using systems such as Cliff correspondence tracking system, CAS, SMARTTEC / iExpense and Time on
Line (preferred).
Knowledge, Skills and Abilities:

Excellent relationship-building skills with ability to secure trust and cooperation of staff and colleagues to build
and maintain good working relationships.

High-level organizational skills to manage diverse workloads effectively and independently.

Strong oral, interpersonal and written communication skills.

Excellent knowledge of office practices, procedures, business English and standard office equipment.

Critical and innovative thinking to support problem solving/analysis.

Ability to be flexible and must possess sound judgement.

Knowledge of structure and program deliverables of the Ministry.

Successful completion of security screening requirements of the BC Public Service, which may include a criminal
records check, and/or Criminal Records Review Act (CRRA) check, and/or enhanced security screening checks as
required by the ministry (Note: It is important that you read the job posting carefully to understand the
specific security screening requirements pertaining to the position).
BEHAVIOURAL COMPETENCIES
Career Group:
Job Family:
Administrative Services
Secretarial
Job Stream:
Role:
Revised Date:
Admin/Operational
June 2011

Organizational Awareness is the acumen to appreciate and the ability to use the power relationships in either
one's own, or other, organization(s). This includes the ability to identify the real decision-makers and the
individuals who can influence them; and to predict how new events or situations will affect individuals and
groups within the organization.

Planning, Organizing and Coordinating involves proactively planning, establishing priorities and allocating
resources. It is expressed by developing and implementing increasingly complex plans. It also involves
monitoring and adjusting work to accomplish goals and deliver to the organization's mandate.’

Teamwork and Cooperation is the ability to work co-operatively within diverse teams, work groups and across
the organization to achieve group and organizational goals. It includes the desire and ability to understand and
respond effectively to other people from diverse backgrounds with diverse views.

Flexibility is the ability and willingness to adapt to and work effectively within a variety of diverse situations, and
with diverse individuals or groups. Flexibility entails understanding and appreciating different and opposing
perspectives on an issue, adapting one's approach as situations change and accepting changes within one's own
job or organization.
Career Group:
Job Family:
Administrative Services
Secretarial
Job Stream:
Role:
Revised Date:
Admin/Operational
June 2011