Executive Administrative Assistant

The Opportunity:

The Ministry of Health is committed to a health system that puts patients first by providing better health, better care, better value, and better teams for Saskatchewan people. The Ministry is committed to excellence and innovation, to upholding a constructive workplace culture, and to serving the people of Saskatchewan.

The Deputy Minister’s Office at the Ministry of Health is seeking a highly organized and detail-oriented administrative professional to join us in the role of Executive Administrative Assistant. As a dedicated team, we work collaboratively to provide a healthcare system that puts patients first in order to serve the residents of Saskatchewan.

Reporting to the Assistant Deputy Minister, you will bring experience at a senior administrative level within government, where strong interpersonal skills are imperative to foster positive working relationships within the Ministry, executive government ministries and stakeholders.

In this position, you will respond to public, internal and inter-ministerial inquiries and have the opportunity to participate on various projects. This position is responsible for scheduling, organizing and preparing agendas for meetings as well as coordinating and scheduling travel.

Our candidate of choice will have superior organizational and communication skills and be well versed in government protocols, policies and administrative procedures. You will have the ability to quickly and accurately prepare a variety of documents utilizing advanced features of word processing and spreadsheet software. The ideal candidate will be able to anticipate and identify issues, make timely and accurate decisions and independently organize, prioritize and complete multiple tasks while dealing with frequent interruptions and tight timelines. In addition to being tactful and discreet when working with confidential and sensitive information, the ideal candidate will be thorough and attentive to detail to ensure quality work yet be adaptable and flexible in order to meet new challenges.

• Manage the ADM’s calendar through collaboration, prioritization, and scheduling.
• Prepare briefing and background materials to support the Executive Director in advance of meetings.
• Monitor the ADM’s email inbox and redirect requests to appropriate team members.
• Plan, schedule, and coordinate travel and logistics for meetings, training sessions, and other events.
• Monitor administrative processes and implement improvements within the branch to enhance efficiency.
• Draft, record, proofread, and edit correspondence in accordance with Government of Saskatchewan (GOS) visual identity standards.
• Coordinate and participate in management meetings by preparing agendas, recording minutes, and tracking action items to ensure timelines are met.
• Manage incoming and outgoing correspondence to ensure timely distribution.
• Maintain manual and electronic filing systems, including bring-forward and records-management processes.
• Verify, code, process, and track invoices for approval and payment, ensuring compliance with policies.
• Order office supplies and coordinate equipment repairs and furniture replacements.

Job Capabilities:

As a public servant, we are seeking someone who:

• Is accountable, takes ownership of their work by contributing to organizational outcomes and demonstrates the corporate values in our Commitment to Excellence.
• Is innovative and seeks out ways for improvement by thinking creatively, identifying new ideas and taking responsible risks.
• Works collaboratively with others to understand, engage and have meaningful dialogue to achieve work outcomes.
• Is inclusive, identifies and is aware of personal bias, and readily seeks out and appreciates diverse perspectives.
• Is adaptable, continuously learns from experience and applies those learnings to new situations.
• Focuses on achieving public service excellence.

Technical Knowledge and Skills:

Typically, the knowledge and experience required to achieve the above is obtained through:

• A combination of formal education in business or office administration, combined with senior level administrative work experience;
• Experience using a variety of computer software applications such as: Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), GEM and Sharepoint sites; and
• Experience in coaching and mentoring staff.

Job Skills:

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