Administrative Assistant - AA0126

Hearing and Speech Nova Scotia

Posting Number AA0126 (Quote this number on application documents)

Location: Halifax, NS

Compensation: $46,424-$58,029 annually

Hours: 70 hours biweekly 

Start Date: ASAP

End Date: N/A

Closing Date: May 26th, 2026

                                                                                         Administrative Assistant

                                                                                                 Provincial Office

Hearing and Speech Nova Scotia (HSNS) provides audiology services to Nova Scotians of all ages, and speech-language pathology services to preschool children and adults. HSNS is funded by the NS Government to deliver integrated and standardized provincial services across 37 clinical sites, located in 26 communities. Nationally certified Audiologists and Speech-Language Pathologists, with support from Communication Disorder Technicians and Administrative Support Professionals, provide core services (prevention, diagnosis, and treatment), develop and monitor provincial clinical standards, and collaborate with partners to deliver a number of special programs (e.g., Autism, Stroke, Cochlear Implant). Established in 1963, HSNS works to prevent and reduce the impact of communication disorders for Nova Scotians.

Hearing and Speech Nova Scotia is an inclusive employer who supports diversity, equality, and reconciliation. Our goal is to be a workforce that is representative, at all job levels, of the people we serve. We welcome people from all ethnicities, genders, sexual orientation, age, religion, physical and mental abilities, family status, and political beliefs and affiliation.

We are proud to offer:
✓A nationally accredited program with Accreditation Canada
✓A Province-wide support network of professional colleagues, clinical resources, and coordinated clinical services
✓Varied caseloads and work settings
✓Salaries (full-time) commensurate with experience (starting at $46,424), and excellent benefits package
✓Continuing education opportunities
✓Opportunities for relocation and clinical specialization

About the Role:

This position reports to the Director of Adult and Mi’kmaq Hearing and Speech Services. The Administrative Assistant role provides advanced administrative support to the Director of Adult and Mi’kmaq Hearing and Speech Services, the Director of Pediatrics and Autism Hearing and Speech Services and the Director of Finance and Operations in accordance with HSNS standards, policies, and values. Working collaboratively with the management team and other administrative professionals as part of a collective team, this position is responsible for the overall coordination of the planning, development, and implementation of the activities of the management team and CEO.  This position provides backup for the other Administrative Assistant positions in the Provincial Centre (Executive Assistant to the CEO, Data Analyst, and HR Coordinator).

Additional responsibilities of this role include:

• Provides administrative support to the Director(s) by organizing, prioritizing and responding as appropriate to specific requests for information or assistance;


•  Coordinates with internal and external contacts, including regional, provincial, and national contacts, regarding scheduling appointments, meetings and other bookings;


• Coordinates internal and external communication in conjunction with Executive Assistant to CEO;


• Reviews daily schedule of meetings and materials required by the Director(s).  Any changes/conflicts are communicated to the Director(s) as they occur;


• Provides support to Occupational Health, Safety and Wellness Committee and other committees as assigned;


• Liaises with clinical sites, managers and other internal and external stakeholders to HSNS to ensure timely follow-up of issues in progress and to coordinate meetings for and with the Director(s);


• Coordinates travel and accommodation for the Director(s) and annual all-staff meetings;


• Facilitates the organization and implementation of department-wide and province-wide events, including room bookings, invitation to participants, and technology setup;


• Prepares, formats, and maintains documents, reports, posters, manuals, presentations, and specific information using various computer programs and databases;


• Website and SharePoint design, support and maintenance in collaboration with Executive Assistant to the CEO;


• Collaborates with Data Analyst in data mining to create and prepare spreadsheets, graphs, and reports as requested.

Requirements:

• A minimum of five years of related experience providing support at the executive level.


• The Administrative Assistant must have completed a post-secondary education program, preferably from a recognized business/secretarial/office administrative program.  A baccalaureate degree is preferred with an emphasis on business, public relations, English or communications courses.


• Experience working in an office environment and providing support at the executive level.


• Familiarity with government offices and protocols.


• Proficient in Microsoft Office, Visio, and Adobe products.


• Takes a proactive view and anticipates change and need for action.


• Excellent organizational and time management skills.


• Ability to manage a high work volume and produce quality products and services.


• Exceptional judgement and discretion, oral and written communication, interpersonal skills.


• Knowledge of SharePoint and website tools would be an asset.

Note – All offers of employment will be conditional upon results of a criminal records check/vulnerable sector search and child abuse registry search, all to be satisfactory to the employer. Only those applicants chosen for an interview will be contacted. Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [email protected]. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Nova Scotia Accessibility Act.