Your Opportunity:
The Executive Administrative Assistant provides advanced, senior-level administrative and operational support to the Executive Director and Contracting Procurement Supply Management, (CPSM) leadership team within Distribution & Site Services. This role operates with a high degree of independence and judgment, supporting a complex, province-wide portfolio. It is responsible for executive coordination, departmental administrative leadership, and the effective management of business processes, systems, and information. The position serves as a key liaison across internal teams and external stakeholders while ensuring accuracy, discretion, and operational efficiency across a dynamic and evolving environment.
Description:
Executive & Operational Support: Provide comprehensive administrative support to the Executive Director and multiple leaders. Manage complex calendars, priorities, correspondence, and meeting logistics. Prepare executive-level materials including presentations, reports, briefing notes, and decision documents. Coordinate travel, events, and large-scale departmental activities. Support follow-up actions, tracking deliverables, and ensuring accountability across leadership teams. Coordination, Communication & Stakeholder Engagement: Act as a central liaison between leadership, internal teams, and external stakeholders. Facilitate communication and coordination across a provincial portfolio. Ensure timely, accurate, and consistent information flow. Collaborate with multiple stakeholders at all levels of the organization. Administrative Leadership & Office Management: Coordinate and provide leadership to administrative staff, including assigning and reviewing work. Establish and maintain administrative standards, processes, and best practices. Provide guidance, training, and onboarding support for administrative team members. Act as a delegate for leadership on operational matters as appropriate. Information, Process & Systems Management: Develop, implement, and continuously improve administrative processes and workflows. Manage document control, records management, and version control systems. Maintain and enhance use of enterprise systems (e.g., SharePoint, Teams, databases). Ensure adherence to organizational standards, branding, and document quality. Collect, validate, and analyze data; produce reports to support decision-making.
- Transition Company: Health Shared Services
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Classification: Administrative Support
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Union: Exempt
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Unit and Program: Contracting, Procurement and Supply Management
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Primary Location: Materials Distribution Centre
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Location Details: Eligible to work hybrid (on/off site) within Alberta
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Negotiable Location: Provincial
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Employee Class: Regular Full Time
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FTE: 1.00
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Posting End Date: 20-JUL-2026
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Date Available: 30-JUL-2026
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Hours per Shift: 7.75
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Length of Shift in weeks: 2
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Shifts per cycle: 10
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Shift Pattern: Days
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Days Off: Saturday/Sunday
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Minimum Salary: $23.78
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Maximum Salary: $39.66
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Vehicle Requirement: Driver's License, Vehicle Provided
Required Qualifications:
Minimum 5+ years of progressively responsible administrative experience in a complex environment. Post-secondary education in office administration or equivalent combination of education and experience. Experience supporting senior leadership and large, multi-functional teams (preferably in healthcare or CPSM environments). Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams). Experience with enterprise systems (e.g., Oracle, SharePoint, HR and financial systems). Knowledge of document management, reporting tools, and workflow systems. Skills & Competencies: Exceptional organizational and time management skills. Strong written and verbal communication abilities. High level of professionalism, discretion, and confidentiality. Advanced problem-solving and critical thinking capability. Ability to manage competing priorities in a fast-paced environment. Strong interpersonal and stakeholder relationship skills. Independent decision-making with minimal supervision.
Additional Required Qualifications:
As Required.
Preferred Qualifications:
Proactive anticipation of leadership needs. Strong judgment in managing sensitive and complex matters. Effective coordination across diverse teams and functions. Ability to drive consistency and continuous improvement in administrative operations.
