Secretary 3 (Executive Assistant)

About Us

The Department of Municipal Affairs and Housing is dedicated to working with municipalities to build healthy, vibrant, and safe communities throughout Nova Scotia. Municipal Affairs provides programs, grants, and funding opportunities for municipalities and community groups. The Department also provides services and guidance to municipalities in many areas including land use planning, budget planning and finance, infrastructure development, policy and program development.

The Department of Municipal Affairs and Housing is also responsible for ensuring the availability of safe, suitable, and affordable housing for all Nova Scotians. Our work involves making strategic investments, leveraging new funding, and building on critical partnerships to help further position ourselves to meet current and future housing challenges.

About Our Opportunity

The Executive Assistant provides senior administrative support to the Senior Executive Director, Housing. You are essential to the effective management, coordination and efficient operation of the office and a critical member of our team, helping to keep our office operations running smoothly.

If you are a master multi-tasker with excellent communication skills and a professional work ethic, this is your next career opportunity.
 

Primary Accountabilities

A few of your key responsibilities will include:

• Providing day to day administrative support to the Senior Executive Director, Housing, including providing senior executive administrative services;
• Coordinating and managing schedules and calendars as well as travel and accommodations as required;
• Arranging meetings and events;
• Attending meetings and take minutes as required; and
• Ensuring constant innovation and administrative process improvements.

In addition to the above, you will work to ensure efficient work flow is achieved by managing numerous operational processes, such as bring forward and workflow monitoring systems and correspondence processing.
 

Qualifications and Experience

You have successfully completed a one-year business course and have several years of senior office administration/secretarial experience.

You are a self-motivated individual who works well independently and participates fully in a team environment. You possess excellent grammar, proofreading and organizational skills along with exceptional ability to manage competing priorities. Strong communication skills (written and verbal) with an ability to address and manage client inquiries both in person and by phone is essential to your success.

You are experienced in ensuring confidentiality in all your work as well as establishing and building relationships with a variety of stakeholders and other levels of government. You have demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint), and are familiar with STAR/STOR. Familiarity with SAP, Ariba, and/or Flextrack systems would be considered assets.

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 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 Bachelors degree and 1 year of 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

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.

Additional Information

This position requires the successful candidate to work on-site.

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.