JOB PROFILE
Role: Executive Assistant to the Chief Executive Officer
Location: Calgary, Alberta
Competition #: EEA101
JOB PURPOSE
This position is responsible for assisting the Chief Executive Officer (CEO) in providing
comprehensive administrative and office management support to the Energy Efficiency
Alberta’s (EEA). The position serves as a liaison with external stakeholders, internal
executive offices and staff, Government Minister and Deputy Minister offices and
department staff, as well as other agencies. This key position deals with challenging, high
profile issues of a sensitive and confidential nature and requires a thorough knowledge and
understanding of EEA’s and government’s policies and practices.
RESPONSIBILITIES
Executive Support
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Composes memos and letters for the CEO and proof-reads prepared correspondence
for accuracy, grammar and proper format. Prepares presentations and reports,
including presenting data in graphical and related formats.
Coordinates, assigns, reviews, drafts and composes information requests in
cooperation with Government Minister’s offices and Department communications.
Supports CEO with initial outreach to Government staff and industry stakeholders.
Handles all incoming inquiries by preparing and forwarding accordingly. Seeks
direction on sensitive issues when required.
Incoming correspondence and material is reviewed and significant items brought to the
attention of the CEO (includes viewing and processing e-mails when she is away).
Material is forwarded to appropriate staff for action if necessary.
Provides staff with direction and advice on procedures dealing with information
requests, documents for government, etc.
Facilitates a smooth flow of communication between divisions to provide information on
ongoing integration efforts.
Ensures acting incumbent is identified for CEO and communicated to staff when he/she
is away.
Coordinates information responses and requirements on behalf of the CEO.
Acts as an EEA liaison to ensure accurate and timely information within
program/procedures is provided to EEA staff and/or the CEO.
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Provides quality control for information requests including formatting, clarity, response
to directions and readability before submitting to CEO.
Board Meetings
 Supports the CEO in preparing for Board meetings including the preparation of an
agenda, materials, scheduling of boardrooms, coordination of teleconference/hardware
logistics.
 Correspondence with Board members and supporting travel arrangements when
required.
 Supporting Board Secretary in drafting, proofing and distributing Board minutes.
 Other duties as required.
Calendar/Scheduling
 Coordinates all meetings for the CEO, working with EEA staff, other agencies,
Ministries (Federal, Provincial, Municipal), outside organizations, companies and
stakeholder groups – screens meeting requests, redirects where appropriate and
prioritizes meetings.
 Prepares meeting packages for the CEO – sends out meeting agendas, ensuring
background material (presentations, supporting documents) is available, meeting rooms
are booked and set-up with appropriate supporting equipment/supplies and conducts
research and/or prepares briefings in advance of meetings to ensure CEO is prepared.
 Coordinates travel arrangements for CEO to and from meetings.
 Monitors CEO’s calendar in Microsoft Outlook.
 Maintains filing system for the CEO comprised of ‘bring forward’ systems to ensure
timely completion of tasks, general and personal files.
Finance
 Prepare all of the CEO’s credit card and expense statements in compliance with all
financial policies and procedures.
 Ensures coding is accurate on invoices and submits all invoices to Financial Services
for payment.
 Assists EEA Financial Administrator with the CEO’s office operational budget, including
forecasting, ensuring accuracy in coding all expenditures and accounts payable
invoices, submitting all payables to Financial Services and reconciling of all payments in
order to monitor budget limitations, year-to-date expenditures and estimated remaining
expenditures against authorized budgets for the CEO’s office to identify
pressures/issues.
 Responsible for requesting and reviewing accounting reports in order to reconcile all
accounts payable for the CEO’s office. If errors in processing occur, adjustments are
completed, submitted and reconciled in a timely matter.
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Liaise with other EEA roles to ensure financial guidelines and formats are adhered to.
Ensures system guidelines and formats are adhered to.
Assists Finance Services on budget matters pertaining to the CEO’s office, including
preparing various documents and spreadsheets detailing, manpower, contracts, grants
and material and services.
Interprets financial polices as needed in processing documents for payment.
Provides office quarterly accruals.
When contracts are required for the office, responsibilities include:
o Contract preparation and administration.
o Reconciling all invoices for contract payments.
o Tracking and ensuring monies do not exceed contract amount.
o Responsible for quarterly accruals for contracts.
o Providing a monthly report on the status of contracts and contract budget.
Enters and tracks all training development in for the CEO’s office.
For forecasting purposes, tracks salaries, increments and other potential changes in the
CEO’s office that may affect the overall budget.
Record and File Management
 Establish information management procedures and protocols for the office, including an
electronic file management system and file naming conventions.
 Maintains CEO’s filing system according to professional standard for creation through to
archives or destruction of files.
Other responsibilities
 Participates in special projects e.g. setting up templates for improving tracking of
memos and correspondence.
 Coordinates purchase of office supplies and equipment.
 Other duties as required
ROLE SCOPE
This position requires creativity in achieving results and outcomes by liaising with the board,
government (Ministers, Deputy and Assistant Deputy Minister’s offices), offices of EEA
executive, key leads supporting EEA integration, and staff. Requests are handled promptly,
courteously and with discretion, while maintaining confidentiality. Responsible for
coordinating action requests, assigning, logging, tracking, formatting and drafting
occasional responses. Ensuring a timely flow of information is achieved by creating and
following deadlines. An understanding of various legislation and policies pertaining to the
EEA’s operations, along with an understanding of the organizational structure is required.
This position is resourceful, functioning with agility and independence to meet
organizational objectives. It ensures coordination of e-mails, action requests, etc. in order to
provide the CEO and key leads supporting integration with appropriate material and to help
bring important matters to his attention. A professional working relationship is required with
external stakeholders and internal clients. Support is also provided to the CEO on external
committees with the preparation of documents.
KNOWLEDGE, SKILLS + EXPIERENCE
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Post secondary diploma, majoring in office administration, marketing or management is
ideal, plus four years of progressively responsible experience.
Considerable knowledge of government organization, policies and practices.
Ability to work with a high degree of independence, resolving problems on own initiative.
Ability to research concerns and make recommendations or decisions as appropriate.
Experience with using various office systems, e.g., Microsoft Office Suite (especially
Word, Excel, PowerPoint and Outlook), Windows, Adobe Acrobat, a financial system,
an expense system).
Excellent organizational, time management and interpersonal skills.
Diplomacy, political sensitivity, initiative and flexibility.
Knowledge of government budget practices and policies
Knowledge of records management practices and the management of confidential and
private information.
Verbal and written communication skills.
Ability to respond to changing priorities and timelines as well as handle multiple tasks.
Development of new office systems to meet specific needs.
Originality, skill and tact must be used when dealing with all contacts.
Use exceptional judgement to determine and identify priority issues to bring forward to
CEO for immediate attention.
Required to respond directly to the Minister’s office regarding information requests,
including those of a confidential nature. This often requires securing and verifying
information from within the organization, often under time constraints. The responses
can take verbal or written form.
Agency Website: www.energyefficiency.alberta.ca