Administrative Assistant (Secretary 3)

About Us

Building and maintaining our provincial highway infrastructure is no small job.

The Department of Public Works, Highway Programs Division supports Nova Scotia’s 23,000 kilometers of roads and highways, 4,100 bridges, and 9 provincial ferries. The Vehicle Transportation Inspection section is responsible for inspection and compliance of all vehicles that use our highways. We inspire public confidence in the public passenger transportation service through education and enforcement of Acts and Regulations that pertain to all road users in our province.

About Our Opportunity

The Administrative Assistant provides senior administrative support to the Chief Engineer, Highway Programs and the Executive Director of Maintenance and Operations (EDMO). You are essential to the effective management, coordination and efficient operation of the office and a critical member of our team, helping to keep our office operations running smoothly.

In this role you will provide a central communication portal between the Chief Engineer, Executive Director of Maintenance and Operations, Executive Director of Highway Engineering Construction, four District Directors, Director of Fleet Management, and the Director of Operations Services.

If you are a master multi-tasker with excellent communication skills and a professional work ethic, this is your next career opportunity.

Primary Accountabilities

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

• Preparing and composing confidential correspondence, reports and presentations on behalf of the senior leadership;
• Routing and prioritizing all incoming mail, inquiries, and correspondence;
• Coordinating and managing schedules and calendars as well as travel and accommodations as required;
• Arranging meetings and events; and
• Ensuring constant innovation and administrative process improvements.

In addition to the above, you will work to ensure efficient work flow is achieved by managing numerous operational processes, such as bring forward and workflow monitoring systems and correspondence processing.

Qualifications and Experience

As our next Administrative Assistant, you have successfully completed a one-year business course and have several years of senior office administration/secretarial experience.

You are a self-motivated individual who works well independently and participates fully in a team environment. You possess excellent grammar, proofreading and organizational skills along with exceptional ability to manage competing priorities. Strong communication skills (written and verbal) with an ability to address and manage client inquiries both in person and by phone is essential to your success.

You are experienced in ensuring confidentiality in all your work as well as establishing and building relationships with a variety of stakeholders and other levels of government. You have demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint), and are familiar with STAR/STOR. Familiarity with SAP, Ariba, and/or Flextrack systems would be considered assets.

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 training, education and experience will be considered. Equivalencies may include, but are not limited to:

• Completion of a 2-year diploma and 3 years of related experience
• Completion of a related Bachelors degree and 1 year of experience
• At least 5 years of related experience

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

Benefits

Working Conditions

Most of your time is spent in a comfortable office setting. Your normal work week is 35 hours/week, 7 hours/day. You may be required to work overtime on occasion. Occasionally you may need to move or lift objects such as boxes, inventory, or files.

Additional Information

This is a Term employment opportunity with an anticipated end date of July 31, 2028. The appointment status Term is dependent on the start date of the successful candidate.

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