Executive Assistant (Secretary 3)

Department: Education & Early Childhood Development

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU - NSPG

Closing Date: 18-Mar-25 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Department of Education and Early Childhood Development is leading the transformation of the early years and public education system in Nova Scotia. We are doing this by designing an innovative curriculum, facilitating excellence in teaching and learning, ensuring an inclusive education experience, and working closely with our partners in education.

About Our Opportunity

As the Administrative Assistant (Secretary 3) you will provide independent complex executive level administrative support to the Executive Director through the effective management, coordination and efficient operation of the office. Working in a fast-paced, continuously evolving environment, you will carry out the day-to-day administrative functions with minimal direction.

This position reports to the Executive Director of the branch.

Primary Accountabilities

Some of your key responsibilities will include:

• Managing, coordinating and controlling the Executive Director’s calendar.
• Coordinating/arranging meetings; preparations including agendas, minutes/notes.
• Managing/coordinating the branch’s budget, including preparing and coordinating all financial transactions and procurement processes.
• Organizing travel and accommodation requirements.
• Serving as the main point of contact and quality control for a large volume of inquiries (including ministerial), providing quality assurance of documents, tracking briefings and files, and coordinating follow-up.
• Routing and prioritizing branch approvals, incoming mail, inquiries, and correspondence.
• Updating information for the EECD website, Business Plan and Accountability Framework.
• Ensuring constant innovation and administrative process improvements.
• Coordinating, reviewing, formatting and tracking various complex, confidential products, including ministerial correspondence, reports, memos and related approvals.
• Supporting records management responsibilities.

Qualifications and Experience

To be considered for this opportunity, you have successfully completed an office administration program with 4 years of related experience or an equivalent combination of training and experience. You possess a broad range of knowledge relating to the functions, activities, policies and practices of executive government offices. You are dedicated to high standards of quality with proven initiative, integrity, judgement, decision making abilities, and communication skills (verbal and written).

Essential skills include advanced computer skills using Microsoft Office (Word, PowerPoint, Outlook and Excel), as well as the ability to create and manage processes and other efficient office management practices. A high degree of confidentiality, sensitivity, discretion and judgement are essential. You must be able to effectively respond to high volumes of work and work independently with minimal supervision.

Equivalency

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Additional Information

This is a full-time permanent position based in Halifax, Nova Scotia.

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.
• Numerous career paths.
• Department-specific flexible work options.

Pay Grade: CL 22

Salary Range: $1,934.21- $2,139.34 Bi-Weekly

Employment Equity Statement: Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented.

This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office, employees must apply correctly via this link:

Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued.

External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates. PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.