Executive Administrative Coordinator

Job title: Executive Administrative Coordinator

Job description: Competition # : 36055

Department: Service Nova Scotia and Internal Services

Location: HALIFAX

Type of Employment: Permanent

Union Status: Exclusion – Non Union – NSPG

Closing Date: 7/25/2022 (Applications are accepted until 11:59 PM Atlantic Time)

Who We Are

The , a division of Service Nova Scotia and Internal Services (SNS-IS) is a team within government, and we are putting people first. We are called a “ ” service for a reason – because we are helping government work the way that people expect things to work these days.

Our team is large, diverse, and passionate about making a difference in peoples’ lives. We believe in user-centered iterative digital service design, and practice . Working at the NSDS means you will be a part of a team whose work makes a difference through designing, continuously improving and delivering the programs and services people need, alongside caring, compassionate, highly-skilled people.

At the NSDS, we don’t just accept difference – we celebrate a supportive culture of diversity, inclusion and belonging!

The people who use government programs and services come from all walks of life. It is important that the NSDS reflects the people that we serve – so we can deliver better, and more accessible, and inclusive public services. We work hard to create an environment where different perspectives and experiences are valued. We are committed to helping diverse talent thrive.

About Our Opportunity

As the Executive Administrative Coordinator to the Associate Deputy Minister, you will provide executive level administrative support and are responsible for the effective and efficient management of the Associate Deputy Minister’s Office. You will lead and coordinate a broad range of functions including scheduling, correspondence, budgeting and invoicing, and planning of events.

The Executive Administrative Coordinator gathers, analyzes, and tracks information, assesses options and makes recommendations where appropriate. This position acts as a primary contact for stakeholders both internally (including staff and senior officials) and externally (including external agencies, media and public) in a highly confidential environment. The Executive Administrative Coordinator also provides operational support to the Deputy Minister and Minister to ensure seamless coverage during periods of planned and unexpected absences.

Primary Accountabilities

• Manages efficiently and effectively the daily operations of the office of the Associate Deputy Minister serving as a resource for the Associate Deputy Minister and as needed the Deputy Minister and Minister,
• Assesses and assigns priority to Associate Deputy Minister’s mail and e-mail, redirecting and/or answering as appropriate. Develops and prepares professional presentations and reports on behalf of the Associate Deputy Minister,
• Manages, coordinates and controls the Associate Deputy Minister’s electronic calendar using sound judgement, initiative and strong negotiation skills,
• Composes/formats correspondence on behalf of the Associate Deputy Minister,
• Plans, organizes and executes events or special projects as requested by the Associate Deputy Minister or the department. Maintains a bring forward and tracking system, along with a filing system,
• Monitors and adjusts forecast documents for budget purposes. Orders and receives goods and processes invoices for payment,
• Organizes travel and accommodation requirements, including urgent/emergent travel for the Associate Deputy Minister and as required, Deputy Minister and Minister,
• Assists with human resource related items such as the recruitment process, onboarding of new employees and highly confidential documents regarding employee relations,
• Provides back up support to the offices of the Deputy Minister and Minister as required.

Qualifications and Experience

This may be the right opportunity for you if you have completed a 1-year business/administration course plus have 3 years related experience in a senior administrative capacity or the equivalent combination of training and experience.

You have a high degree of professionalism, tact, diplomacy and a high level of confidentiality and sensitivity to the needs and requirements of senior officials. Must understand the political and bureaucratic significance of issues and documents. You have an extensive knowledge of government processes, procedures and practices. Demonstrates sound judgement, flexible and able to adapt to changing demands with the ability to prioritize multiple priorities under simultaneously tight deadlines.

The Executive Administrative Coordinator establishes and maintains a client-centered environment focused on the consistent delivery of high-quality service through proficient, responsive, seamless and effective processes. Attention to detail and a high level of accuracy in your work is essential, you have exceptional typing, proofreading, and grammar skills.

Essential skills include advanced computer skills using Microsoft Office 365 (Word, Excel, One Note, One Drive, SharePoint, etc.) and efficient office management practices. You must be able to effectively respond to high volumes of work and work independently with minimal supervision. You value excellence in client-service, you are creative and have demonstrated problem solving ability and enjoy working with people. You apply the concepts of equity, diversity, and inclusive practice to all areas of your work.

Leadership competencies required at this level of work are: Analytical Thinking, Adaptability and Flexibility, Attention to Detail, Client Orientation, Effective Interactive Communication, Initiative, and Intercultural and Diversity Proficiency.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized test, oral presentation, interview and reference checks.

Equivalency

An equivalent combination of training, education and experience will be considered. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

The Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. to learn more about our various benefits offerings and eligibility criteria.

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
• Countless Career Paths.
• Department Specific Flexible working schedules.

Pay Grade: EC 06

Salary Range: $1,952.05 – $2,440.06 Bi-Weekly

Employment Equity Statement:

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

Current government employees may access this posting through the link below:

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.

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