Executive Administrative Assistant full-time

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Description of Job: Your work will make a difference to Albertan's as you support the values and guiding principles that uphold the integrity of the role of a hearing commissioner and the reputation of the Regulator. You will provide senior level administrative support to the Chief Hearing Commissioner and Hearing Commissioners to ensure the effective and efficient administration of the Hearing Commissioners Office, including handling highly confidential materials, and preparing correspondence and reports. You take initiative and work proactively and collaboratively with other staff in the Hearing Commissioners Office and Hearings Branch to ensure successful operation of the Hearing Commissioners Office. You are part of a small team that follows an “all-hands-on-deck approach” as needed to manage the sometimes intense workload for hearings. Responsibilities/Duties: Responsible for all administrative functions associated with the Chief Hearing Commissioner’s duties and activities including managing the Chief Hearing Commissioner’s schedule, confirming appointments and meetings and arranging travel plans and accommodations. Prepares documentation for meetings and decisions to ensure the Chief Hearing Commissioner has the information necessary to facilitate effective meetings and appropriate decisions. Drafts correspondence and distributes panel assignments and updates for the Board of Directors. Provides a coordination and “gateway” role, creating access to the Chief Hearing Commissioner’s time and office. Provides support for or assumes primary responsibility for completion of special and ongoing tasks assigned by the Chief Hearing Commissioner in order to facilitate the effective operation. Schedules, coordinates and takes minutes for the Hearing Commissioners’ weekly and monthly meetings. Reconciles financial records and reports and processes invoices and hearing commissioner expenses, and acts as proxy for the Chief Hearing Commissioner to ensure timely completion of expense reports. Provides administrative support to Hearing Commissioners as assigned. Manages the Hearing Commissioners’ schedules, monitors emails, calendars, daily agendas and travel itineraries. Prepares details for Hearing Commisioner's related to meetings, calls, hearings, ADR’s, internal and external requests. Provides administrative expertise and support for internal and external reporting for hearings. Leads and implements best practices for administrative processes across the Branch. Coordinates new employee and hearing commissioner onboarding and workplace services and technology support needs. Assists with various tasks to support hearings and Hearing Commissioner ADR’s such as records registration, logistics, catering, bookings, access control, set up, clean up, and other tasks as required. Qualifications: Bachelors or equivalent Strong attention to detail. Highly organized and efficient. Strong Microsoft Office skills. Strong written and verbal communication. Ability to recognize confidential/sensitive information and respond appropriately. Job Requirements for this position: Able to work remotely while we are in a Covid-19 pandemic response Have access to personal devices (e.g. computer/laptop) High speed internet connection with a minimum of 10 Mbps for downloads and 5 Mbps for uploads Position Classification: For Internal Use Only Under the AER’s Classification Framework this position is a S4, Level 4 Please note: Should an individual with the required qualifications not be available, applicants with closely related qualifications may be considered. As a result, the position may be redesigned and/or reclassified.


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