Administrative Assistant (Secretary 3)
About Us
The Department of Education and Early Childhood Development is leading the transformation of the early years and public education system in Nova Scotia. We are doing this by designing an innovative curriculum, facilitating excellence in teaching and learning, ensuring an inclusive education experience, and working closely with our partners in education. This will provide children, students, and families with a strong foundation for success. This department is a perfect fit for those that want to be part of the future of public education in the province by supporting student learning in a progressive and responsive environment.
About Our Opportunity
As the Administrative Assistant (Secretary 3), you will provide independent complex executive level administrative support to the Executive Director through the effective management, coordination and efficient operation of the office. Working in a fast paced, continuously evolving environment, you will carry out the day-to-day administrative functions with minimal direction.
This position reports to the Executive Director of the branch.
Primary Accountabilities
Some of your key responsibilities will include:
- Managing, coordinating and controlling the Executive Director’s calendar.
- Coordinating/arranging meetings; preparations including agendas, minutes/notes.
- Managing/coordinating the branch’s budget, including preparing and coordinating all financial transactions and procurement processes.
- Organizing travel and accommodation requirements.
- Serving as the main point of contact and quality control for a large volume of inquiries (including ministerial), providing quality assurance of documents, tracking briefings and files, and coordinating follow-up.
- Routing and prioritizing branch approvals, incoming mail, inquiries, and correspondence.
- Updating information for the EECD website, Business Plan and Accountability Framework.
- Ensuring constant innovation and administrative process improvements.
- Coordinating, reviewing, formatting and tracking various complex, confidential products, including ministerial correspondence, reports, memos and related approvals.
- Supporting records management responsibilities.
Qualifications and Experience
This may be the right opportunity for you if you have successfully completed an office administration program and hold a minimum of 4 years of related experience. An equivalent combination of training and experience may be considered. You possess a broad range of knowledge relating to the functions, activities, policies and practices of executive government offices. You are dedicated to high standards of quality with proven initiative, integrity, judgement, decision making abilities, and communication skills (verbal and written). You are resourceful, reliable and have a high degree of organizational skills, which are required to determine priorities with minimal supervision in a busy environment. Essential skills include advanced computer skills using Microsoft Office (Word, PowerPoint, Outlook and Excel), ability to create and manage processes and other efficient office management practices. A high degree of confidentiality, sensitivity, discretion and judgement are essential. You must be able to effectively respond to high volumes of work and work independently with minimal supervision.
You value the concepts of equity, diversity, and inclusion in all areas of your work. You are a self-motivated individual who participates fully in a team environment where ideas and innovation are embraced.
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 position will be based in the Student Services and Equity Branch of the Department of Education and Early Childhood Development.
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