Executive Assistant and Briefing Coordinator (Secretary 3)

About Us

The Department of Labour, Skills and Immigration works as a trusted partner to grow the population, develop our current and future workforce, and foster inclusive, safe and fair workplaces. This includes welcoming people from across Canada and the world, helping people prepare for job opportunities and build the skills they need, promoting safe work environments and helping employers and employees know their rights and responsibilities. We work together to create a future where everyone has an opportunity to thrive

The Corporate Policy and Services (CPS) Branch of LSI is the Department’s primary link with broader government. The CPS Branch helps ensure the Department aligns with and adheres to government policies, priorities, and processes, and in turn supports government decision-making.

We take a “people first” approach with our team and our work. We strive to build relationships based on kindness, respect, and collaboration.
 

About Our Opportunity

As the Executive Assistant and Briefing Coordinator, you will work in the Corporate Policy and Services Branch and provide a variety of complex administrative support and office management duties including organizing, prioritizing, tracking, assigning/routing of work to other branch administrative staff and providing services which require a high degree of confidentiality, discretion, independence and considerable initiative, and judgement of action for the Senior Executive Director, Manager of Corporate Branch Operations, Directors and other senior branch staff (as required).  This position coordinates prep for weekly Minister and Deputy Minister briefings and is the primary back up to the Department's Correspondence Coordinator/Clerk along with providing operational/administrative support to the Policy and Planning team.

The Executive Assistant and Briefing Coordinator requires knowledge of all aspects of the Branch and the Department and liaises with all levels of government and the public on issues; tracks and organizes agendas and materials; prepares reports and documents; and coordinates internal and external stakeholder meetings.
 

Primary Accountabilities

• Manages efficiently and effectively the daily operations of the office of the Senior Executive Director and works closely with the Manager, Corporate Branch Operations,
• Assesses and assigns priority to Senior Executive Director’s mail and e-mail, redirecting and/or answering as appropriate,
• Manages the Senior Executive Director’s electronic calendar using sound judgement,
• Composes/formats correspondence, reports, legal documents, organizational charts,
• Coordinates, researches, compiles, summarizes and consolidates information into various databases, narrative reports and presentation forms, using spreadsheets, databases and graphics,
• Develops website communications for the Department’s internal SharePoint site (LSI Connected),
• Acts as administrative liaison with other offices, coordinates and expedites divisional workflow between the Senior Executive Director’s office and across the divisions and branches,
• Maintains a bring forward and tracking system, along with a filing system,
• Provides administrative and logistical support for meetings, manages facility/space arrangement, travel, catering, serves as first point of contact,
• Organizes agendas and materials for Executive Leadership Team meetings,
• Coordinated prep for weekly Minister and Deputy Minister briefings. Prepares and manages agendas, maintains distribution lists, tracks Minister meetings and cabinet submissions, creates physical and digital briefing packages,
• Orders and receives goods and processes invoices for payment,
• Primary back up to the Correspondence Coordinator/Clerk responsible for correspondence and Freedom of Information and Protection of Privacy.
   

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 an administrative capacity or the equivalent combination of training and experience. 

You will have regular contact with senior management and staff of the Department, and other departments and agencies of the Nova Scotia Government. Daily contact and teamwork with Associate Deputy Minister, Deputy Minister and Minister office staff; and management staff who report to the Senior Executive Director to assist in the resolution of inquiries, complaints, correspondence and requests for information. You will have a high degree of professionalism, tact, and a high level of confidentiality and sensitivity to the needs and requirements of senior staff. You have a good knowledge of government processes, procedures and practices.

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 value excellence in client-service, you are creative and have demonstrated problem solving ability and enjoy working with people

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

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

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.  

 

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.