Executive Secretary

Job Information Job Requisition ID: 87192 Ministry: Primary and Preventative Health Services Location: Edmonton Full or Part-Time: Full Time Hours of Work: 36.25 hours per week Permanent/Temporary/Wage: Permanent Scope: Open Competition Closing Date: October 28, 2026 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. We make a difference in the lives of Albertans through rewarding and diverse career opportunities. 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. For further information, visit the ministry website at Role Responsibilities 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. Working in a fast-paced environment, the position requires exceptional organization, interpersonal skills, sound judgment and the ability to independently manage competing priorities. The Executive Secretary also handles sensitive and confidential matters with discretion, tact, and diplomacy. As the successful candidate, your main responsibilities will include: Manage complex executive calendars for the CMOH and DCMOHs, prioritizing meeting requests, resolving scheduling conflicts, coordinating travel and preparing meeting materials. Monitor and triage executive and shared inboxes, action requests, correspondence, and inquiries, ensuring priority and sensitive matters are appropriately addressed or escalated. 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. The job description is provided for further details on this position. APS Competencies Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process. Agility – You can adapt quickly to changing landscape and priorities, foster agility in others, and create processes and opportunities that encourage proactive and flexible practices. Drive for Results – You are able to hold true to principles and confront problems directly, taking steps to rectify problem situa…

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