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Executive Assistant

                                                                                                           

 

Competition # : 37796 

Department: Municipal Affairs and Housing

Location: DARTMOUTH

Type of Employment: Permanent

Union Status: Exclusion - Non Union - NSPG 

Closing Date: 2/3/2023 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

 

The Nova Scotia Emergency Management Office works in collaboration with other federal, provincial departments, critical infrastructure partners and Nova Scotian Municipalities to strengthen local and provincial emergency preparedness, through planning, training, and exercising. NSEMO serves as the provincial office which oversees both emergency management and the provincial 911 system. Nova Scotia’s 911 system operates on a province wide basis and is a collaborative model comprised of many different partner agencies. Coordination and alignment of processes with our partners is a key factor in the stable and effective 911 system currently available to those in need of assistance.

 

About Our Opportunity

 

You will support the department’s goal of being an equitable and inclusive workplace that, at all levels, reflects and respects the diversity of Nova Scotia’s population, where all employees feel welcome and valued.

 

Reporting to the Executive Director, the administrative assistant manages and coordinates the day-to-day operations of Emergency Management Office Division. You will provide administrative support to the Executive Director and Directors within the division, while fostering effective working relationships with the Offices of the Minister and Deputy Minister.

 

You will be the senior administrative support for the division, authorizing office supplies and related expenditures, resolving administrative problems, leading and guiding efforts of the divisional administrative support team in developing and implementing administrative operational and process improvement change projects.

 

If you’re a creative, highly organized person looking to work in a dynamic, flexible organization that offers a unique challenge, please apply to be a member of our team.

 

Primary Accountabilities

 

Typical duties of this position include:

 

  • Organizes and manages the Executive Director’s schedule, provides travel co-ordination, coordinates resources and overall planning, and briefs the Executive Director in preparation for various meetings.
  • Interacts with external sector stakeholders, coordinating sector communication emails and information sessions.
  • Supports the Emergency Management Office by scheduling meetings and taking minutes.
  • Provides financial support and procurement advice, monitors forecast documents. Develops, maintains, and updates various databases to ensure easy and reliable access to information.
  • Develops, administers and coordinates systems for recording and tracking ministerial briefings; monitors incoming/outgoing letters, issues briefing notes, determining and coordinating action items for follow-up, monitoring for compliance with deadlines and conducts information gathering for media issues, initiatives and briefing notes.
  • Liaises with staff and other government departments (federal, provincial and municipal) as well as external agencies, boards and associations.

 

Qualifications and Experience

 

Candidates must have a two-year business certificate or diploma and four years of administrative experience or an acceptable equivalent combination of training and experience.

 

We are seeking someone who has demonstrated experience providing professional, multi-faceted administrative support at an executive level. Proficiency in word processing and data management utilizing MS Office Suite, email, with an aptitude for learning other software programs is necessary.

 

Exceptional interpersonal skills and proven ability to communicate effectively within a diverse, client-focused setting is a must.

 

Key for success in this role is the capacity for decisive action, attention to detail and the ability to organize and manage a heavy workload.

 

A shared passion for and knowledge of Nova Scotia’s culture and heritage will be considered an asset.

 

Knowledge of emergency management processes and best practices in conjunction with recent relevant experience would be an asset in this position.

 

Leadership competencies required at this level of work are: Analytical Thinking, Adaptability and Flexibility, Attention to Detail, Outcome Focus, Effective Interactive Communication, Teamwork and Collaboration, and Intercultural and Diversity Proficiency.

 

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

 

Equivalency

 

An equivalent combination of relevant training and experience will be considered. Related equivalencies include, but are not limited to:

 

  • A completed related bachelors degree plus two (2) years of related experience
  • 6 years of related experience


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

 

Benefits

 

We offer you 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.

 

Working Conditions

 

Most of your time is spent in a comfortable office setting. Your normal work week is 35 hours/week, 7 hours/day.

 

Additional Information

 

The incumbent will be required to work overtime on short notice, under stressful conditions, for unknown periods in NSEMO’s Provincial Coordination Centre (PCC).

 

Conditions of Employment

 

  • Valid driver's license;
  • Willingness to be on a “standby” schedule and report to work on short notice; and
  • Willingness and ability to work overtime on holidays, evenings, and weekends.

 

This position requires the successful candidate to work on-site.

 

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 05 

Salary Range:  $1,820.12 - $2,275.14 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.