Senior Executive Administrative Coordinator

About Us

At Service Nova Scotia, we impact every citizen, business and municipality in Nova Scotia. Our mission is to deliver quality and responsive programs and services that are meaningful to Nova Scotians.

Service Nova Scotia's vision is that Nova Scotians are at the Heart of everything we do. To learn more about our Department, please click here: Department of Service Nova Scotia - Government of Nova Scotia

About Our Opportunity

As the Senior Executive Administrative Coordinator with the Department of Service Nova Scotia, you will be responsible for leading and coordinating a broad range of activities and functions that ensure the efficient and effective operation of the Executive Office, specifically with regard to supporting the Minister.  You will liaise, develop relationships, plan, and coordinate a broad range of activities in support of departmental programs and services.  This position gathers and coordinates information, assesses options and makes recommendations as appropriate. Your work will contribute to a positive perception of the Government's agenda, policies and activities and the successful implementation of programs and services.

In this role, you will be action oriented and demonstrate leadership, interpersonal skills, independent judgement, and decision-making to support the Office of the Minister. You will use sound priority and time management skills to ensure appropriate and timely responses to all communication both verbal and written, scheduling and facilitating appointments, meetings, workload planning, and coordinating work with other executive administrative coordinators. Up to date knowledge on government practices and policies to deal with and decrease the amount of time the Minister spends on routine matters such as office enquiries, correspondence, and requests at the senior administrative level.

Primary Accountabilities

- Represent the Executive Office to internal and external representatives and facilitate the resolution of inquiries directed to the Office of the Minister.

- Coordinate and provide advice and assistance on a variety of processes and documentation such as submissions to Executive Council, Briefing Books and Notes, Ministerial correspondence, contracts, and procurement.

- Monitor revenues and expenditures, adherence to procurement guidelines, and lead budget forecasts.

- Maintain effective financial records, processes invoices, prepare monthly financial forecasts, reconciling monthly accounting report.

- Coordinate and maintain the Minister’s daily schedule, meeting agendas and obligations by mitigating conflicts, providing preparation materials, etc.

- Work closely with the Minister keeping them well informed of priorities and requests. 

- Analyze information and presents findings and options on a variety of issues, such as background on requests.

- Coordinate the day-to-day activities of the Office by liaising with senior management, representatives of other government associations and the public.

- Coordinate a variety of special projects as requested.

Qualifications and Experience

As the successful candidate, you have completed a recognized office administration program and are a seasoned professional with several years of senior level administrative experience.

In addition to the above, you exhibit excellent judgement, are receptive to feedback and have the ability to prioritize multiple tasks under tight deadlines.  You possess strong teamwork and collaboration skills. You excel in communication, which is necessary when liaising with external/internal stakeholders and the public.  You have a high degree of professionalism, tact, diplomacy and consistently exercise discretion and confidentiality in managing correspondence and information as well as the ability to maintain composure in stressful situations. Lastly, you are a self-starter who proactively initiates work tasks to ensure they are completed in a timely and efficient manner.

Strong attention to detail is critical in this role with a particular focus on proofreading, punctuation, and grammar skills. An understanding of the political and bureaucratic significance of issues and documents dealt with by the department, and the ability to exercise sound judgement when dealing with critical information will also be key in this role. Further, proficiency with MS Office and Outlook (or similar email system) is required. 

You value excellence in client-service, have demonstrated problem solving skills and enjoy working with people. You work well independently and in team environments, and you apply the concepts of equity, diversity, and inclusive practice to all areas of your work.

Leadership competencies required at this level of work are: Action Oriented, 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, interview(s), and reference checks.

Equivalency

An equivalent combination of training, education and experience will be considered. 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 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 - Government of Nova Scotia.

Working Conditions

• Normal work week is 35 hours/week, 7 hours/day.
• May be required to work overtime on occasion.
• Majority of time is spent in a comfortable office setting with frequent opportunity to move about.
• High concentration of visual demands for proof reading and entering data into a computer database, giving close attention to detail.
• Pressures to meet deadlines with attention to accuracy.

Additional Information

This is a Permanent employment opportunity located in Halifax, NS.

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