Administrative Assistant 3

Nova Scotia; Halifax; On-site; CAD 30,000 - 60,000; Full time

Job summary

The Nova Scotia Department of Education and Early Childhood Development seeks an Administrative Assistant 3 for providing administrative support to senior management. The role demands high professionalism, strong communication, and organizational skills, with responsibilities including office management and direct assistance to the Senior Executive Director. Candidates should have relevant administrative experience and excel in a fast-paced environment.

Benefits

Defined Benefit Pension Plan

Health and Dental Benefits

Employee Assistance Programs

Qualifications

• Several years of senior level administrative experience.
• Proficiency with MS Office and Outlook required.
• Strong attention to detail and ability to prioritize tasks.

Responsibilities

• Manage the Senior Executive Director’s calendar and coordinate meetings.
• Handle inquiries and correspondence with quality assurance.
• Support records management responsibilities.

Skills

Communication

Attention to Detail

Problem Solving

Teamwork

Education

Recognized Office Administration Program

Tools

MS Office

Outlook

Job description

Press Tab to Move to Skip to Content Link

Select how often (in days) to receive an alert:

Department:Education & Early Childhood Development

Location:HALIFAX

Type of Employment:Permanent

Union Status: Exclusion - Non Union - NSPG

Closing Date:01-Jul-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. This will provide children, students, and families with a strong foundation for success. This department is a perfect fit for those that want to be part of the future of public education in the province by supporting student learning in a progressive and responsive environment.

About Our Opportunity

As the Administrative Assistant 3, you will provide administrative support to the Senior Executive Director of Pre-primary to Grade 12 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.

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 executiveadministrative coordinators.Up to date knowledge ongovernment 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.

This position reports to theSenior Executive Director of Pre-primary to Grade 12 at the Nova Scotia Department of Education and Early Childhood Development.

Primary Accountabilities

Some of your key responsibilities will include:

• Managing, coordinating and controlling theSenior Executive Director’scalendar.
• Coordinating/arranging meetings; preparations including agendas, minutes/notes.
• Document formatting and creation; sometimes with minimal time for preparation.
• 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.
• Work closely with Executive Leadership 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 judgementwhen dealing withcritical 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. You also value the concepts of equity, diversity, and inclusion in all areas of your work. You are a self-motivated individual who participates fully in a team environment where ideas and innovation are embraced.

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, oral presentations, interview(s), and reference checks.

Equivalency

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

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 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
• Countless career paths

Pay Grade:EC 05

Salary Range:$1,979.42- $2,474.28Bi-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 Womenin 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.

Accommodation Statement:

We are committed to providing an inclusive and accessible recruitment process. Candidates may request accommodations based on any grounds protected by the Human Rights Act.If you require an accommodation throughout the recruitment process, please contact us at [e-mail].

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 the interest, however, only those selected for an interview will be contacted. All questions and concernsmay be directed [e-mail].