Executive Assistant (Secretary 3)

About Us

Nova Scotia Environment and Climate Change’s role is to protect the environment and human health through regulatory excellence, conservation, partnership, and promotion. The department works to support a clean and healthy environment in Nova Scotia, advance a clean economy, addressing the climate crisis and guide the province towards a sustainable and clean future where all Nova Scotians can thrive. 

This position is based in our Sustainability and Applied Science Division. 

About Our Opportunity

Are you an expert when it comes to multitasking and maximizing efficiencies? Do you have an upbeat professional work ethic and experience providing executive-level support?   We are hiring for an Executive Assistant, reporting to the Executive Director.

As our Executive Assistant, you are an essential resource in the division’s senior management team. Your expertise contributes to the smooth flow of information and a positive work environment. You will work as part of an integrated administration team in the department to provide senior executive-level administrative assistance and support.

Primary Accountabilities

Daily, you will use your exceptional organizational skills to support the Executive Director. You are a key point of contact and work closely across the department, the public and key stakeholders. With your expertise, you ensure efficient operations and effective office management, including:

• Assist the Executive Director and Senior Leadership Team by drafting briefing notes, preparing presentations, preparing and composing confidential correspondence, reports, and numerous tracking documents
• Coordinating and managing schedules and calendars 
• Arranging and coordinating meetings and events
• Providing comprehensive project support services with a focus on responsiveness, proactivity, and confidentiality.
• Ensuring constant innovation and administrative process improvements.
• Adapt to rapidly evolving priorities with flexibility and resourcefulness.
• Maintain meticulous files in compliance with STAR/STOR Record management requirements and ensure the division is compliant with the department’s records management systems.
• Manage duties associated with resource onboarding and offboarding process, including orientation support and setup for new workstream team members.
• Support contracted resource procurement initiatives, including documentation and liaison tasks with FLEXTrack or other procurement methods.

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 assistants. You will maintain up-to-date knowledge of government practices and policies to deal with and ensure efficiencies related to office inquiries, correspondence, and requests at the senior administrative level. 

Qualifications and Experience

You have completed a one-year business course and have a minimum of four (4) years of experience supporting managers or supervisors with administration and coordination. Proficiency with MS Office Suite (or equivalent) is required.

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

• Strong teamwork and collaboration skills
• Excellent communication skills (verbal & written)
• A high degree of professionalism, tact, and diplomacy and consistently exercise discretion and confidentiality in managing correspondence and information
• Proven experience with records management
• Proficiency in management data, report preparation
• Budget management experience

Exceptional attention to detail is critical in this role with a particular focus on proofreading, punctuation, and grammar skills.  You promote positivity and inclusivity in your work.   Assets include familiarity with government processes, government procurement practices and experience working on or leading projects.

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

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Equivalencies include, but are not limited to:  

• Completion of a 2-year diploma and 3 years of related experience
• Completion of a related bachelor’s degree and 1-year of related experience
• 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 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

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 and on occasion may be required to work in the community when setting up meetings and information sessions. 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
• Countless career paths
• Department specific flexible working schedules