The Department of Workforce and Advanced Learning is committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as well as people regardless of their sexual orientation, gender identities, and gender expressions. Those looking for more information are invited to visit our Equity, Diversity, and Inclusion Policy.
The purpose of this position is to provide executive level administrative support services to the Deputy Minister of Workforce and Advanced Learning. Duties include scheduling appointments with internal and external stakeholders, answering phone calls, taking minutes, managing schedules, formatting correspondence, purchasing items, booking travel and accommodations, records management, processing and preparing invoices and assisting with organizing stakeholder engagement events. This position also involves working closely with Senior Management across the department in planning, coordinating and assisting with confidential and sensitive projects; working with senior level Federal, Inter-Provincial and Provincial Government officials, industry organizations, public officials and others with a high degree of performance and diplomacy.
Duties will include but are not limited to:
- Receive all visitors to the office and appropriately direct inquiries by telephone, fax, e-mail, or personal contact;
- Assist the Deputy Minister with personal time management by scheduling meetings and appointments, protecting identified time period for office duties, resolving conflicts which arise by rescheduling commitments in a manner consistent with Departmental priorities or arranging for replacements per the Deputy Minister's direction;
- Prepare correspondence, reports, memoranda, letters and other documentation, on a variety of subjects including confidential topics, and derived from a variety of sources, including dictation, handwritten notes, prepared copy and e-mail;
- Schedules/re-schedules meetings, appointments and social functions and makes all related arrangements, resolving conflicts which arise in a manner consistent with Departmental priorities and the parameters/direction provided by Deputy Minister;
- Coordinating all in-province and out-of-province travel and accommodation arrangements for the Deputy Minister, as well as preparing and submitting travel claims;
- Prepares all related meeting materials for the Deputy Minister and provides in advance of meetings in the medium preferred (paper and/or electronic);
- Collaborate with the Deputy Minister’s Executive Admin to coordinate the Minister and DM’s schedules and ensure the sharing of information that enables the Minister and DM to work together to achieve Departmental priorities and resolve issues;
- Maintaining close contact and a positive working relationship with the Department’s Senior Leadership Team;
- Assisting the Deputy Minister in business related interactions with all levels of governments, respective agencies, and private sector;
- Interpreting legislation, departmental policies and programs when appropriate.
- Receive and review incoming correspondence, reports, and other literature and scan for pertinent dates and other relevant information of potential interest to the Deputy Minister;
- Review all mail, email and materials for the Deputy Minister, triage, flag priority issues for attention of the Minister or DM, and/or redirect to the appropriate staff to address;
- Tracking and following up with Deputy Minister on correspondence and reports to ensure timely response and actions completed;
- Process payment of invoices and travel, applying appropriate account code and signature approvals;
- Provide backup coverage when Minister’s Executive Assistant is on short-term leaves (vacation, etc);
- Other duties as required.
Minimum Qualifications:
- Successful completion of a recognized college administrative diploma or degree or an undergraduate degree from a university;
- Demonstrated equivalencies will be considered;
- Considerable work experience in a senior level administrative support role;
- Experience managing and coordinating schedules (e.g., appointments);
- Experience assisting with the management of budgets;
- Some experience formatting official correspondence;
- Some experience managing records;
- Excellent communication and interpersonal skills;
- Must have a good working knowledge of legislation, departmental policies and programs;
- Working knowledge of Microsoft Office 365 (Word, Excel, and Powerpoint) and GroupWise;
- Effective time management and ability to manage competing and time sensitive priorities;
- Excellent organizational skills and the ability to work independently without close supervision; and
- Excellent attendance record and acceptable Criminal Record Check.
Other Qualifications:
- Knowledge and ability in using various types of office equipment, A/V equipment, LCD projector, other;
- Demonstrated ability for accurate minute taking;
- A high degree of proficiency with English composition;
- Proficiency in the use of Oracle FI would be considered an asset;
- French would be considered an asset;
- Ability to work in a busy and dynamic office environment.
This competition may be used to fill future job vacancies.
Please Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted.
Where possible, submitting an electronic resume or job application is preferred. Otherwise, please return forms to PEI Public Service Commission, P.O. Box 2000, Charlottetown, Prince Edward Island, C1A 7N8. Applications may be sent by fax to (902) 368-4383.
IT IS THE RESPONSIBILITY OF THE APPLICANT TO CONFIRM RECEIPT OF THE APPLICATION, BY TELEPHONE OR IN PERSON PRIOR TO THE CLOSING DATE.
Please ensure that the appropriate Posting ID number is stated on all application forms. You can apply online or obtain an application form by visiting our web site at www.jobspei.ca. Forms may also be obtained by contacting any PEI Government office, ACCESS PEI Centre, Regional Services Centre, or by telephone (902) 368-4080.
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