Executive Coordinator - Jobs in Regina, SK

Job Description

Executive Coordinator - ADM021313Employment Type: Permanent Full-timeLocation(s): SK-Rgna-ReginaMinistry: 005 EducationSalary Range: $4129-$5371 MonthlyGrade: MCP.02.About UsThe Ministry of Education provides leadership and direction to Saskatchewan’s education, early years, library and literacy sectors. The ministry is committed to providing equitable and inclusive education, early years and library systems that benefit all learners and foundationally place Indigenous knowledge systems, cultures and languages within structures, policies and curricula. The Ministry of Education is advancing reconciliation with early years, Prekindergarten to Grade 12, library, and First Nations, Métis and Inuit partners by acknowledging our shared history to build a brighter future together.The OpportunityThe Provincial Library and Literacy Office, Ministry of Education is seeking a highly skilled, energetic and well-organized administrative professional to join us as Executive Coordinator. This position also provides support to the Programs Branch, Ministry of Education. The successful candidate will be a contributing member to a collaborative and high-performing team.As part of the branch management team, you will provide overall administrative management to the branch and supervise two administrative staff. You will practice innovation, developing and implementing team-based procedures and systems to optimize office efficiency. You will provide advice to branch staff on government processes and will ensure standards for quality and timeliness are met. You will provide senior administrative support to two Executive Directors.To be successful in this role, you will:

• Anticipate and identify issues; make timely and accurate decisions; and independently organize, prioritize and complete multiple tasks while dealing with frequent interruptions and tight deadlines;
• Analyze and resolve problems by applying initiative and sound judgement when responding to requests and dealing with confidential information;
• Communicate clearly, concisely and with confidence, both verbally and in writing with senior officials and internal and external clients to obtain and provide information;
• Work independently and/or as a team member to achieve common goals and to help others achieve success in their work;
• Monitor administrative processes and make improvements across the branch to ensure optimum efficiency;
• Train, mentor and supervise administrative staff within the office;
• Accurately, concisely, and in a timely manner compose, record, proofread and/or edit a variety of correspondence in accordance with Government of Saskatchewan (GOS) visual identity standards;
• Participating in and coordinating management meetings including drafting and distributing agendas; recording minutes; and, tracking and monitoring action items to ensure timelines are met;
• Manage the Branch office including scheduling appointments, organizing meetings and workshops, planning events, filing and making other arrangements as required;
• Verifying, coding, processing and tracking invoices for approval and payment ensuring policy compliance; and,
• Demonstrate service excellence and collaboration throughout your interactions.

The ideal candidate will be an experienced administrative professional who is:

• Independent and confident in order to organize, prioritize and proficiently complete multiple tasks while dealing with frequent interruptions and tight deadlines;
• Proficient in managing budget activities and monitoring office expenditures;
• Approachable and collaborative in order to build strong working relationships;
• Supportive and accountable to ensure quality training and supervision of team members;
• An exceptional communicator both verbally and in writing;
• Innovative in order to identify and make process improvement recommendations;
• Thorough and accurate to ensure quality work; and,
• Adaptable in order to meet new challenges as they arise.

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 work experience in a similar role;
• Experience using a variety of computer software applications such as Microsoft Office Suite (Word, Excel, PowerPoint and Outlook);
• Experience independently leading a project or managing a program; and, (if applicable)
• Experience supervising, mentoring and mentoring staff. (if applicable)

What we offer

• Dynamic, challenging work for talented individuals
• A competitive salary
• Comprehensive benefits package including pension
• Vacation, earned days off (EDO) and other types of leave
• Inclusive work environments
• Advancement opportunities
• Flexible work arrangements

Bilingual, English and French is an asset.Note: Candidates that apply may be considered for future permanent and temporary similar positions.Preference will be given to qualified equity group members who self-declare in this online application, as identified in "diversity groups" belowDiversity Groups: Aboriginal persons, Persons with disabilitiesHours of Work: A - MANAGEMENT SUPPORT GROUP Office 36 - one day off every two weeksNumber of Openings: 1Closing Date: Dec 19, 2022, 11:59:00 PMQuick Apply

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