Executive Secretary Ministry:Primary and Preventative Health Services Full or Part-Time:Full Time Permanent/Temporary/Wage: Permanent Classification:Executive Support 2 Salary: $2,347.26 to $3,142.57 bi-weekly ($61,263 - $82,021/year) The Alberta Public Service works to build a stronger province for current and future generations. The Ministry of Primary and Preventive Health Services (PPHS) is building a more resilient and sustainable health care system that can support Albertans getting care when and where they need it, while responding to system-wide health challenges, improving health outcomes and maintaining fiscal responsibility.

The Executive

Secretary provides senior-level administrative support to the Chief Medical Officer of Health (CMOH), Deputy CMOHs, MOHs, and Office of the CMOH leadership, helping coordinate daily activities, information flow and office operations. The role facilitates administrative processes, communicates priorities and instructions, ensures timely follow-up, and liaises with senior internal and external stakeholders.

The Executive

Secretary also handles sensitive and confidential matters with discretion, tact, and diplomacy. Manage complex executive calendars for the CMOH and DCMOHs, prioritizing meeting requests, resolving scheduling conflicts, coordinating travel and preparing meeting materials. Coordinate briefing materials, correspondence, action requests, and bring-forward systems to ensure deadlines are met and leaders have timely information for decision-making.

Oversee records and information management, including electronic filing systems, confidential records, and time-sensitive searches and submissions related to ATIA, legal, audit,



and operational requests. Coordinate financial administration, including expense claims, procurement, invoices, contracts and grants, budget tracking, hosting documentation and senior-level approval processes. Lead day-to-day office administration, including employee onboarding and offboarding, service requests, worksite activities, employee recognition, shared directories and operational continuity.

Provide leadership, guidance, coaching, and cross-coverage to administrative staff, supporting consistent administrative practices and effective use of Microsoft 365, SharePoint, Teams, Outlook, 1GX and other business systems. Identify administrative and business-process challenges and lead continuous improvement initiatives, recommending and implementing practical enhancements that strengthen efficiency, compliance, service excellence and office effectiveness.

Competencies are behaviors that are essential to reach our goals in serving Albertans. Agility – You can adapt quickly to changing landscape and priorities, foster agility in others, and create processes and opportunities that encourage proactive and adaptable practices.

Develop





Self and Others – You have a commitment to lifelong learning and the desire to invest in the development of the long-term capability of yourself and others.

Develop

Networks – You have the ability to proactively build networks, connect with, and build trust in relationships with stakeholders and colleagues.

Creative Problem

Solving – You have the ability to assess options and implications in new ways to achieve outcomes and solutions.

High School

Diploma and four years progressively responsible related experience; Assets: Demonstrated experience providing senior-level administrative or executive support in a complex, fast-paced environment. Strong written and verbal communication skills, including experience preparing correspondence, briefing materials and communicating professionally with senior leaders and stakeholders.

Experience with financial and office administration, including expense claims, procurement, invoices, budget tracking, contracts and approval processes. Knowledge of records and information management practices, with the ability to handle confidential, sensitive, legal, audit and access-to-information records with discretion. Advanced proficiency with Microsoft 365, Outlook, Teams, SharePoint, and related business and administrative systems, such as 1GX, ARTS and BERNIE, is an asset.

Demonstrated ability to provide administrative leadership, guidance and coaching, while identifying opportunities to streamline processes and improve operational effectiveness. Final candidates will be required to undergo a criminal records check (CRC). Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate.

📌 Executive Assistant with Local University (Edmonton)
🏢 Government of Alberta
📍 Edmonton