Administrative Assistant (Secretary 3)
Competition # : 48797
Department: Service Nova Scotia
Location: HALIFAX
Type of Employment: Permanent
Union Status: Exclusion - Non Union - NSPG
Closing Date: 21-Jun-26 (Applications are accepted until 11:59 PM Atlantic Time)
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
To be considered for this opportunity, you possess a one-year business course and a minimum of 4 years of secretarial/administrative experience. An equivalent combination of training and experience may be considered.
You have exceptional organizational and interpersonal skills to work with numerous staff as well as internal and external clients. In addition, you must be adaptable and have the ability to prioritize to meet deadlines. You also possess effective initiative, judgment, and leadership skills, and you have the ability to work well independently with minimum supervision, while contributing effectively to an efficient team environment.
Strong communication skills, both written and verbal, are mandatory to enable quality preparation of ministerial correspondence, documentation, and responses to inquiries. Proficiency in typing and proof-reading is essential, as is a comprehensive and demonstratable knowledge of computer applications such as MS Office (Outlook, Word, PowerPoint, and Excel), and filing/retrieval systems. The ability to interpret and create key essential messages during meetings is important for efficient team follow-up. You interact with clients and stakeholders with tact, discretion, and respect awhile maintaining a high level of confidentiality, ensuring accuracy, timeliness, and appropriate management of information. Maintaining current knowledge of available resources to provide quality information and support on programs and services is also essential.
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
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
- 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.
- A dynamic, client-focused office environment where service excellence and teamwork are our focus.
Pay Grade: EC 05
Salary Range: $2,068.01 - $2,585.02 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.
Accommodation Statement: We are committed to providing an inclusive and accessible recruitment process. Candidates may request accommodations based on any grounds protected by the Human Rights Act. If you require an accommodation throughout the recruitment process, please contact us at competitions@novascotia.ca.
Current government employees may access this posting through the link below:
PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.
If you are receiving a pension from the Nova Scotia Public Service Superannuation Plan (PSSP) or any related plans, you cannot receive pension payments while contributing to the same plan. If you accept a position that requires PSSP contributions, your pension payments must be stopped. Please contact the Nova Scotia Pension Services Corporation for more information.
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.
