Executive Coordinator

Job Description - Executive Coordinator (ADM023979)

Employment Type : Permanent Full-time

Location(s)

Ministry

Ministry

: 090 Trade and Export Development

Salary Range : $4,129 - $5,371 Monthly

Grade : MCP.02.

 About Us

The Ministry of Trade and Export Development advances economic growth to generate wealth and opportunity in Saskatchewan. The Ministry facilitates a coordinated cross-government approach to attract investment and grow export markets. The Ministry fosters and supports a competitive business environment, facilitates trade and strengthens Saskatchewan's international relations.

The Opportunity

The Corporate Services Branch within the Ministry of Trade and Export Development is seeking a highly organized and detail-oriented administrative professional to join us in the role of Executive Coordinator. As a dedicated team, we work collaboratively to provide budget and financial services, accommodation services, information technology services, legislative and contract services, regulatory modernization, and financial programs in order to serve the residents of Saskatchewan.

As the Executive Coordinator, you will provide senior level administrative leadership and office management support to the Executive Director and team by:

• Managing the Executive Director’s calendar through collaboration, prioritization and scheduling;
• Assembling all briefing and background materials for the Executive Director in preparation for meetings;
• Monitoring the Executive Director’s emails and redirecting requests to other team members as appropriate;
• Planning, scheduling and coordinating travel and logistics for meetings, training sessions and other events;
• Monitoring administrative processes and making improvements across the branch to ensure optimum efficiency;
• Drafting, recording, proofreading and/or editing 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;
• Managing incoming and outgoing correspondence ensuring proper distribution;
• Maintaining manual and electronic filing, bring forward and records management systems;
• Verifying, coding, processing and tracking invoices for approval and payment ensuring policy compliance;
• Compiling expense information and preparing budget reports for review; and,
• Ordering supplies and handling office equipment repairs and furniture replacement.

Ideal Candidate

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;
• 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); and,
• Experience independently leading a project or managing a program.

What We Offer

• Dynamic, challenging work for talented individuals;
• Vacation, earned days off (EDO) and other types of leave;
• Inclusive work environments;
• Advancement opportunities; and,

We are committed to workplace diversity.

Hours of Work : A - MANAGEMENT SUPPORT GROUP Office 36 - one day off every two weeks

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