Opportunities: Administrative Assistant (Secretary 3)

About Us

At Service Nova Scotia, our team works together throughout the Province to build relationships with every citizen, business, and municipality in Nova Scotia by understanding evolving client needs and balancing these needs with the public good. We also provide the services, tools, and supports that enable other government departments and public sector entities to focus on providing quality services.

About Our Opportunity

As the Administrative Assistant to two Executive Directors, you provide a broad range of senior level administrative support. In this position, you deliver exceptional customer service while handling multiple files and managing time sensitive matters. 

Reporting to two Executive Directors, the Administrative Assistant provides a high level of comprehensive, confidential, administrative, and operational support services for our professional staff. This position supports continuous improvement and innovation priorities in our divisions with minimal supervision.

Primary Accountabilities

We count on your expertise to ensure efficient operations of administrative support functions through effective office and operations management. Your key responsibilities will include:

• manage the schedule of, and prepare correspondence and documentation for, two Executive Directors


• manage all related ministerial correspondence


• coordinate all divisional leadership and team meetings, including preparation and distribution of agenda and materials


• respond to inquiries, as you prioritize incoming requests for action, and refer to others where appropriate


• communicate the Executive Directors’ instructions to, and working with, Directors and staff to obtain information in a timely manner


• monitor for compliance with deadlines and efficient reporting. Implementing a system to record and track incoming/outgoing office correspondence is another key responsibility


• develop and maintain an efficient liaison with department staff, especially within the Branch/Divisions/Regions, Deputy Minister and Minister’s offices


• attend highly confidential meetings, take notes, prepare and distribute minutes


• provide quality support and information on programs and services


• coordinate Human Resources, Financial, and Procurement processes within the divisions


• financial responsibilities include, but not limited to: prepare monthly summaries of expenditures and verification and arrangement of payment of general office invoices;
  tracking/monitoring divisional budget forecasts and actuals;
  professional development/training fees and dues;
  monitoring procurement processes;
  less chargeables and recoveries;


• assist with and track special projects


• provide research support


• coordinate records management to ensure accessibility and up-to-date information including classification, organization, reporting (i.e. STAR/STOR), storage and retention, and destruction of files


• provide general office support including maintain and distribute office supplies and purchase and maintain office equipment.

Qualifications and Experience

Equivalency

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short- and Long-Term Disability, Vacation and Employee and Family Assistance Programs.  For information on all our Benefit program offerings, click here: Benefits for government employees. 

Additional Information

This is a permanent, full-time vacancy based in Halifax, Nova Scotia. 

What We Offer