Coordinator Administrative and Support Services

About Us

The Executive Council Office (ECO) provides central leadership to achieve government priorities and support for executive leadership. It supports the Premier, Executive Council (Cabinet) and its Committees in decision-making and strategic priority setting by providing policy, legal, communications, and labour relations advice.

About Our Opportunity

As the Coordinator Administrative and Support Services, you will provide administrative support to the Senior Executive Director of Integrated Marketing and Digital Strategy and the Senior Executive Director of Strategy, Issues Management & Rapid Response and their teams. Working collaboratively across ECO, you will lead a broad range of activities and services, including budget and financial management, support for HR processes (hiring & recruitment and operations), tracking of program and project files and decision support, scheduling support, facilities management, procurement and asset management, coordination of meetings and briefings, and information management.  

In this position, you will operate in a fast-paced work environment and work very closely with the Corporate Services division of ECO to coordinate to deliver consistent administrative processes with other Divisions.

Primary Accountabilities

In this role, you will:

• Provide a broad range of administrative, operational and financial support and senior level administrative services to Senior Executive Directors and their teams to ensure efficient day-to day operations of the office.
• Working collaboratively with the Corporate Services team to manage financial resources and other administrative responsibilities, including maintaining office inventories, procuring goods and services; coordinating telecom services and equipment maintenance, processing invoices; coordinating activities performed by subcontractors and suppliers, and coordinating construction, renovations, and alternative procurements.
• Oversee scheduling and calendar management for two Senior Executive Directors, researching and compiling background information for meetings, travel arrangements, drafting and tracking correspondence, compiling confidential and time sensitive materials.
• Support human resources administration by assisting with recruitment, training, development and mentoring, and tracking HR information.
• Review project documentation to ensure all deliverables required as per policies and standards, are completed. Tracks and reports status of projects and portfolios.
• Work with the Corporate Services Division to coordinates onboarding and offboarding of employees and manages the acquisition, maintenance and disposal of physical assets, computer technology, license requirements, and all telecommunications equipment.
• Provide support and coordination of projects and participates in the development of various other plans and projects undertaken under the direction of the division Executive Directors.
• Demonstrate leadership, interpersonal skills, independent judgement and decision-making skills.

Qualifications and Experience

Completion of a recognized office administration program and several years of experience in senior administrative positions with progressive levels of responsibility.

Excellent judgement and ability to prioritize multiple priorities under tight deadlines are required. The successful applicant will possess strong teamwork and collaboration skills as part of an integrated administration team.

Excellent communication skills are necessary to liaise with external/internal stakeholders and the public. Must have a high degree of professionalism, tact, diplomacy and consistently exercise discretion and confidentiality in managing correspondence and information. Successful applicants must maintain composure in stressful situations.

Strong attention to detail is critical in this role with a particular focus on proofreading, punctuation and grammar skills. Must have an understanding of the issues, documents and processes managed by ECO’s communications staff and exercise sound judgement in bringing significant items forward to leadership. Proficiency with MS Office and Outlook (or similar email system) is required.

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 training, education and experience will be considered. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Equivalencies which may be considered include, but are not limited to, several years of progressive experience in an administrative role leading to the support of senior officials.

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.

What We Offer

 Normal work week is 35 hours/week, 7 hours/day.

• May be required to work overtime on occasion.
• Majority of time is spent in a comfortable office setting with frequent opportunity to move about.
• High concentration of visual demands for proof reading and entering data into a computer database, giving close attention to detail.
• Pressures to meet deadlines with attention to accuracy.