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Executive Assistant (Secretary 3) (Designated)

                                                                                                           

 

Competition # : 37015 

Department: Community Services

Location: HALIFAX

Type of Employment: Permanent

Union Status: Exclusion - Non Union - NSPG 

Closing Date: 12/1/2022 (Applications are accepted until 11:59 PM Atlantic Time)

Designation Status

 

This opportunity is designated to applicants that identify as African Nova Scotian and/or Racially Visible Persons. You must self-identify during the application process.

 

African Nova Scotian - is any Nova Scotian who chooses to declare African ancestry, regardless of how long they have lived here and regardless of how much African ancestry they can declare.

 

Racially Visible Persons - persons, other than Indigenous people or African Nova Scotians, who are non-Caucasian in race or non-white in colour.

 

About Us

 

At the Department of Community Services (DCS), we are a large and diverse department providing a broad portfolio of programs and services including Child Youth and Family Support (CYFS), Employment Support (ESS), Income Assistance (IA), Homelessness and Supportive Housing, and Disability Support (DSP).

 

Through our services, we advocate and help vulnerable Nova Scotians be independent, self-reliant, and secure. We work collaboratively across the province with a strong dedicated network of supports and staff, to achieve desired and shared outcomes for all.

 

About Our Opportunity

 

The Inclusion, Diversity and Community Relations division at DCS is hiring an Executive Assistant, reporting to the Executive Director, Inclusion, Diversity and Community Relations. Our unit promotes the understanding of Africentric priorities and provides an integrated, equitable, culturally appropriate and responsive approach to serving clients and shifting system culture.

 

As our Executive Assistant, you will provide senior level administration support and provide an Africentric lens in your work. This role is the first point of contact to our unit and an essential resource in the department’s senior management team. Your expertise contributes to the smooth flow of information and positive work environment at DCS.

 

Primary Accountabilities

 

Daily, you will use your exceptional leadership and interpersonal skills, independent judgement, and decision-making skills to support the Executive Director. You are a key point of contact and liaison with senior officials in other government departments, external agencies, and the public. With your expertise, you ensure efficient operations and effective office management including:

 

  • Preparing and composing confidential and complex correspondence, reports and presentations on behalf of the Executive Director;
  • Routing and prioritizing all incoming mail, inquiries, and correspondence;
  • Coordinating and managing schedules and calendars as well as travel and accommodations as required;
  • Briefing the ED in preparation of meetings as well as assisting with workload planning;
  • Arranging meetings and events; and
  • Ensuring constant innovation and administrative process improvements.

 

In addition to the above, you will work to ensure efficient workflow is achieved by managing numerous operational processes as well as coordinating work with other executive secretaries. You will maintain up-to-date knowledge of government practices and policies to deal with and ensure efficiencies related to office enquiries, correspondence, and requests at the senior administrative level.

 

Qualifications and Experience

 

You have completed a recognized office administration program and have several years of experience supporting senior level administration and coordination. Proficiency with MS Office Suite (or equivalent) is required.

 

It is essential that you have a connection to one of the 52 historic African Nova Scotian communities and an understanding of the lived experiences of those within and connected to the Black African Nova Scotian communities. These engagements should be respectful and ensure the communities are seen, heard, and valued.

 

Your ability to prioritize multiple priorities under tight deadlines is essential to your success in this role. Furthermore, you demonstrate:

 

  • community relations experience along with strong teamwork and collaboration skills;
  • excellent communication skills (verbal & written); and
  • a high degree of professionalism, tact, diplomacy and consistently exercise discretion; and confidentiality in managing correspondence and information.

 

Exceptional attention to detail is critical in this role. Assets include a familiarity with SAP, integrated case management systems (ICM) and a general working knowledge of services offered by the Department and other community agencies.

 

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. Equivalencies may include but are not limited to:

 

  • Completion of a 2-year diploma and 3-years related experience;
  • Completion of a related Bachelors degree and 1-year of experience; and
  • At least 5 years of related experience.

 

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

 

Benefits

 

Based on the employment status, 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.

 

Additional Information

This is a repost of competition 37015, previous applicants need not re-apply. 

Working Conditions

 

You will be working within a high paced, busy office environment with strict deadlines. Most of your time is spent in a comfortable office setting. Your normal work week is 35 hours/week, 7 hours/day. You may be required to work overtime on occasion. Occasionally you may need to move or lift objects such as boxes, inventory, or files.

 

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; and
  • Countless Career Paths.

 

 

     

Pay Grade:  EC 05 

Salary Range:  $1,820.12 - $2,275.14 Bi-Weekly   

 

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.