Secretary 3 (Administrative Assistant)

About Us

Nova Scotia’s culture and heritage contribute to vibrant communities and enrich the quality of life in every part of the province. The Department of Communities, Culture and Heritage invites Nova Scotians to experience and participate in our rich cultural expression.
 

By exploring our past, we appreciate where we came from. This enriches our lives today and gives us insight for times ahead. Through investing in our future, we help realize the potential of our people and talents. We foster an environment that embraces ideas and innovation. Jobs are generated and our creative economy flourishes. Encouraging cultural expression brings life to our communities. We each contribute to the province we call home through distinct perspectives and traditions. Together, our diversity defines the uniqueness of Nova Scotia.

About Our Opportunity

The Secretary III/Administrative Assistant provides effective, efficient, and confidential administrative support to the Executive Director and the Senior Management team (SMT) to ensure efficient office management.  This involves the management of the Executive Director office including office administration and project management, coordinating the day-to-day activities by liaising with the Offices of the Deputy and Minister, senior management, Nova Scotia Museum Board of Directors, and representatives of other government departments as well as external agencies. 
 

The position also acts as recording secretary to the Board of Governors and committee meetings of the board. This includes scheduling and coordinating meetings, drafting agendas, preparing meeting materials, recording minutes, and maintaining official copies of meeting materials. Overseeing logistics of off-site meetings will also be required. 
 

Management of the office including ordering equipment and stocking all office supplies in accordance with procurement and accounting guidelines.    In this position you will be responsible for the management of information as a key component of the position.  As the Administrative assistant you contribute to the development of work standards; and improves processes to achieve these standards.   Maintains filing and retrieval systems, keeping manuals and reference material current.   Responds promptly to incoming calls and inquiries in a professional and knowledgeable manner. Confidentiality, discretion and a high level of professionalism is expected. As well, this position play an important role in the employee engagement within the AML division and participates in related initiatives as time permits. 

Composes/prepares correspondence and maintains an internal and external correspondence tracking  log to ensure the timeframe is followed regarding Ministerial correspondence on behalf of the Executive Director.  Assesses and assigns priority to the Executive Director’s mail, ministerial correspondence, and e-mail, redirecting and/or answering as appropriate.   Identifies urgent items for the attention of Executive Director and others.  Develops and prepares professional presentations and reports on behalf of Executive Director.  Manages,  coordinates and controls the Executive Director’s electronic calendar using sound judgement.

Primary Accountabilities

In this role you provide administrative and secretarial support include researching and compiling suitable background information for meetings; you will also: 
 

• preparing and composing correspondence
• preparing meeting minutes and notes
• responding to inquiries
• composing confidential correspondence, briefing materials, presentations, reports, and spreadsheets
• organizing meetings and coordinate travel arrangements
• develop an effective system for tracking all incoming and outgoing documents, status of requests and appropriate follow-up.

Qualifications and Experience

To be successful in the Secretary 3, Administrative Assistant position, you will have completed a one (1) year business course, plus four (4) years’ experience in a senior administrative capacity, or an equivalent combination of training and experience will be considered.
 

You possess excellent interpersonal skills, grammar, proofreading and secretarial skills with exceptional organizational skills with the ability to manage competing priorities.  Strong written and oral communication skills are key in this role.  You have experience working with Boards of Directors and/or committees of Boards, ensuring confidentiality is used when establishing and building relationships with a variety of internal and external clients, including other levels of government and community agencies.
 

You have demonstrated proficiency in Microsoft Word applications (Word, Excel, Outlook) both hardware and software and experience with accounting, and knowledge of STAR/STOR.
 

Assets for this position:

Knowledge of museums
 

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

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.

Additional Information

This is a TERM employment opportunity with anticipated end date of July 10, 2026.  The appointment status (‘term’, ‘temporary’ or ‘casual’) is dependent on the start date of the successful candidate.

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