Corporate Services Coordinator

About Us

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

ECO’s Corporate Services team provides critical operational, administrative, program, financial, technology, and information management support to ECO and the Premier’s Office in a fast-paced and highly confidential environment.

About Our Opportunity

Reporting to the Manager of Corporate Services, the Corporate Services Coordinator provides administrative and operational support to the Executive Council Office and the Office of the Premier.

Working as part of a collaborative corporate services team, this role supports key administrative functions including Premier’s correspondence, invoice payments, supply ordering, requests for congratulatory messages, supports ministerial and senior official expense reporting, Gift Bank operations, technology coordination and general office administration.

This position requires strong attention to detail, sound judgment, discretion and the ability to manage competing priorities while providing responsive, high-quality service in a confidential environment.

Primary Accountabilities

As a Corporate Services Coordinator, you and your team will support the effective operation of the Executive Council Office and the Office of the Premier by:

• Coordinating Premier’s correspondence: Receive, record, route, track and manage email received through the Premier’s inbox, including emails from the public on various topics, invitations, meeting requests, and other correspondence. This work requires responsiveness and follow-through, accurate record keeping and coordination with the Premier’s Office and departmental correspondence staff.
• Supporting Gift Bank operations: Support the Nova Scotia Gift Bank by assisting customers through the online and onsite stores, maintaining inventory in the online system, fulfilling orders, processing sales and payments, reordering stock, participating in inventory counts, and supporting monthly financial reconciliation.
• Corporate administration: Manage shared corporate email accounts and action items received, including invoice payments, vendor coordination, room bookings, administrative requests from ECO staff, and inquiries from the public. Manage corporate onboarding and offboarding tasks, such as arranging building access, identifying equipment needs, and requesting network accounts.
• Ministerial expenses: Support tasks associated with preparing expense reports for publication for ministers, special advisors and senior officials to support transparency and accountability of public expenditures.
• Congratulatory messages: Coordinate and fulfill requests for congratulatory messages from the Premier, including responding to routine inquiries and coordinating requests from the public, departments and partner offices in a professional and timely manner.
• Other operational and team support: Provide other administrative support as needed, including scheduling meetings, searching for records, maintaining logs, completing logistical tasks, and preparing reports.

Qualifications and Experience

You have completed a recognized secretarial course or have a diploma in Business or Office Administration, plus two (2) years of related administrative experience. An equivalent combination of education, training and experience may be considered.

You bring:

• Experience providing administrative, corporate services or operational support in a busy office environment.
• Strong written and verbal communication skills, with the ability to prepare accurate correspondence and respond professionally to inquiries.
• Well-developed organizational and time management skills, including the ability to manage competing priorities, track information and meet deadlines.
• Sound judgment, discretion and attention to detail when handling confidential information and supporting senior officials.
• Experience maintaining records, databases, files or information management systems.
• Proficiency using Microsoft Office and web-based applications.
• The ability to work independently with minimal supervision and contribute effectively as part of a team.
• Experience with correspondence coordination, records management, expense reporting, technology coordination, financial administration or government operations is considered an asset.

Leadership competencies required at this level of work include analytical thinking, adaptability and flexibility, attention to detail, client orientation, effective interactive communication, initiative, and intercultural and diversity proficiency.

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.

Working Conditions

This position is based in a comfortable office environment in Halifax. Standard hours of work are 35 hours per week from Monday to Friday. Occasional work outside regular hours may be required to support operational needs.

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.