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Executive Administrative Coordinator

                                                                                                           

 

Competition # : 36831 

Department: Labour, Skills and Immigration

Location: HALIFAX

Type of Employment: Permanent

Union Status: Exclusion - Non Union - NSPG 

Closing Date: 10/14/2022 (Applications are accepted until 11:59 PM Atlantic Time)

Valuing Diversity

 

At Labour, Skills and Immigration (LSI) we don't just accept difference - we celebrate a supportive culture of diversity, inclusion, and belonging.

 

We work hard to create an environment where different perspectives and experiences are valued.

 

We are committed to helping diverse talent thrive. We encourage applications from those that equally values diversity.

About Us

 

The Department of Labour, Skills and Immigration (LSI) works to provide fairness, safety, and prosperity for all Nova Scotians by helping them live, learn, and work to their highest potential.  We have a staff of more than 500 employees working in offices throughout Nova Scotia.  Together we are responsible for workplace safety, immigration, apprenticeship, adult education, and many other facets of everyday life.

About Our Opportunity

 

As the Executive Administrative Coordinator to the Associate Deputy Minister, you will provide executive level administrative support and are responsible for the effective and efficient management of the Associate Deputy Minister’s Office. You will lead and coordinate a broad range of functions including scheduling, correspondence, budgeting and invoicing, and planning of events.

 

The Executive Administrative Coordinator gathers, analyzes, and tracks information, assesses options and makes recommendations, where appropriate. This position acts as a primary contact for stakeholders both internally (including staff and senior officials) and externally (including external agencies, media and public) in a highly confidential environment. The Executive Administrative Coordinator also provides operational support to the Deputy Minister and Minister to ensure seamless coverage during periods of planned and unexpected absences.

Primary Accountabilities

 

  • Manages efficiently and effectively the daily operations of the office of the Associate Deputy Minister serving as a resource for the Associate Deputy Minister and as needed the Deputy Minister and Minister.
  • Assesses and assigns priority to Associate Deputy Minister’s mail and e-mail, redirecting and/or answering, as appropriate. Develops and prepares professional presentations and reports on behalf of the Associate Deputy Minister.
  • Manages, coordinates and controls the Associate Deputy Minister’s electronic calendar using sound judgement, confidentiality, initiative and strong negotiation skills.
  • Drafts/formats correspondence on behalf of the Associate Deputy Minister.
  • Plans, organizes and executes events or special projects as requested by the Associate Deputy Minister or the department. Maintains a bring forward and tracking system, along with a filing system.
  • Monitors and adjusts forecast documents for budget purposes. Orders and receives goods and processes invoices for payment.
  • Organizes travel and accommodation requirements, including urgent and emergent travel for the Associate Deputy Minister and as required, Deputy Minister and Minister.
  • Assists with human resource related items such as the recruitment process, onboarding of new employees and highly confidential documents regarding employee relations.
  • Provides back up support to the offices of the Deputy Minister and Minister, as required.

Qualifications and Experience

 

This may be the right opportunity for you if you have completed a 1-year business/administration course plus have 3 years related experience in a senior administrative capacity or the equivalent combination of training and experience. 

 

You have a high degree of professionalism, tact, diplomacy and a high level of confidentiality and sensitivity to the needs and requirements of senior officials. Must understand the political and bureaucratic significance of issues and documents. You have an extensive knowledge of government processes, procedures and practices. Demonstrates sound judgement, flexible and able to adapt to changing demands with the ability to prioritize multiple priorities under simultaneously tight deadlines.

 

The Executive Administrative Coordinator establishes and maintains a client-centered environment focused on the consistent delivery of high-quality service through proficient, responsive, seamless and effective processes.  Attention to detail and a high level of accuracy in your work is essential, you have exceptional typing, proofreading, and grammar skills.  Essential skills include advanced computer skills using Microsoft Office (Word, PowerPoint, Outlook and Excel) and efficient office management practices.  You must be able to effectively respond to high volumes of work and work independently with minimal supervision. You value excellence in client-service, you are creative and have demonstrated problem solving ability and enjoy working with people. You value working in a diverse environment and are committed to ensuring a welcoming and inclusive working environment.

 

Leadership competencies required at this level of work are: Analytical Thinking, Adaptability and Flexibility, Attention to Detail, Client Orientation, Effective Interactive Communication, Initiative, and Intercultural and Diversity Proficiency.

 

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized test, oral presentation, interview 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 Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offerings and eligibility criteria.

Working Conditions

 

  • Most of your time is spent in a comfortable office setting.
  • You may occasionally be required to move/lift light objects such as office supplies, equipment, files and file boxes.  
  • You will have daily contact with departmental staff, the public, various Government Departments including the Premier’s Office as well as other local Agencies and Institutions.

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 for Nova Scotians.
  • Department specific flexible working schedules.  

 

     

Pay Grade:  EC 06 

Salary Range:  $1,952.05 - $2,440.06 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.

 

Current government employees may access this posting through the link below:

 

 

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.