Senior Executive Administrative Coordinator

Competition # : 45378

Department: Service Nova Scotia

Location: HALIFAX

Type of Employment: Permanent

Union Status: Exclusion - Non Union - NSPG

Closing Date: 31-Mar-25 (Applications are accepted until 11:59 PM Atlantic Time)

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.

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 judgment, 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 inquiries, correspondence, and requests at the senior administrative level.

Primary Accountabilities

1. Represent the Executive Office to internal and external representatives and facilitate the resolution of inquiries directed to the Office of the Minister.
2. 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.
3. Monitor revenues and expenditures, adherence to procurement guidelines, and lead budget forecasts.
4. Maintain effective financial records, process invoices, prepare monthly financial forecasts, and reconcile monthly accounting reports.
5. Coordinate and maintain the Minister’s daily schedule, meeting agendas, and obligations by mitigating conflicts and providing preparation materials.
6. Work closely with the Minister keeping them well informed of priorities and requests.
7. Analyze information and present findings and options on a variety of issues, such as background on requests.
8. Coordinate the day-to-day activities of the Office by liaising with senior management, representatives of other government associations, and the public.
9. 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 judgment, 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 judgment 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.

• 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 proofreading 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.

Pay Grade: EC 07

Salary Range: $2,289.42 - $2,861.78 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. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

Current government employees may access this posting through the link below:

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 their interest; however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.