Administrative Assistant 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 3, you will provide administrative support to the Senior Executive Director of Pre-primary to Grade 12 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. 

In this role, you will be action oriented and demonstrate leadership, interpersonal skills, independent judgement, and decision-making to support the Office of the Minister. You will use sound priority and time management skills to ensure appropriate and timely responses to all communication both verbal and written, scheduling and facilitating appointments, meetings, workload planning, and coordinating work with other executive administrative coordinators. Up to date knowledge on government practices and policies to deal with and decrease the amount of time the Minister spends on routine matters such as office enquiries, correspondence, and requests at the senior administrative level.

This position reports to the Senior Executive Director of Pre-primary to Grade 12 at the Nova Scotia Department of Education and Early Childhood Development.

Primary Accountabilities

Some of your key responsibilities will include:

• Managing, coordinating and controlling the Senior Executive Director’s calendar.
• Coordinating/arranging meetings; preparations including agendas, minutes/notes.
• Document formatting and creation; sometimes with minimal time for preparation.
• 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.
• Work closely with Executive Leadership keeping them well informed of priorities and requests. 
• Analyze information and presents findings and options on a variety of issues, such as background on requests.
• Coordinate the day-to-day activities of the Office by liaising with senior management, representatives of other government associations and the public.
• Coordinate a variety of special projects as requested.

Qualifications and Experience

As the successful candidate, you have completed a recognized office administration program and are a seasoned professional with several years of senior level administrative experience.

In addition to the above, you exhibit excellent judgement, are receptive to feedback and have the ability to prioritize multiple tasks under tight deadlines.  You possess strong teamwork and collaboration skills. You excel in communication, which is necessary when liaising with external/internal stakeholders and the public.  You have a high degree of professionalism, tact, diplomacy and consistently exercise discretion and confidentiality in managing correspondence and information as well as the ability to maintain composure in stressful situations. Lastly, you are a self-starter who proactively initiates work tasks to ensure they are completed in a timely and efficient manner.

Strong attention to detail is critical in this role with a particular focus on proofreading, punctuation, and grammar skills. An understanding of the political and bureaucratic significance of issues and documents dealt with by the department, and the ability to exercise sound judgement when dealing with critical information will also be key in this role. Further, proficiency with MS Office and Outlook (or similar email system) is required. 

You value excellence in client service, have demonstrated problem solving skills and enjoy working with people. You work well independently and in team environments, and you apply the concepts of equity, diversity, and inclusive practice to all areas of your work. You also 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. 

 
Leadership competencies required at this level of work are Action Oriented, 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

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 full-time permanent position 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
• Department specific flexible working schedules