Executive Assistant & Board Administrator

Nova Scotia; Halifax; Hybrid; CAD 2,200 - 2,800; Full time

Benefits offered by this job

Career development

Engaging workplace

Career paths

Team environment

Job summary

Nova Scotia Apprenticeship Agency is seeking an Executive Assistant and Board Administrator to provide executive support to the CEO and Board. The role oversees Board administration and records, coordinating meetings, reports, and confidential documentation within a small, dynamic team in Halifax.

Responsibilities include managing correspondence, travel arrangements, and HR administrative tasks for the CEO’s office, while maintaining discretion and high levels of confidentiality in all dealings

Qualifications

• A 1-year business or administration program or equivalent experience.
• Strong organizational skills with attention to detail and ability to prioritise with minimal supervision.
• Excellent written and verbal communication; sound judgment and initiative.

Responsibilities

• Compose and prepare correspondence.
• Schedule and organize meetings and logistics.
• Coordinate and prepare presentations and documents.
• Arrange travel and prepare itineraries.
• Submit invoices and maintain travel records.

Skills

Organization

Written and verbal communication

Time management

Discretion and confidentiality

Independent problem solving

Education

1-year business or administration program

Job description

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Competition # :49983

Department:Labour, Skills and Immigration

Location:HALIFAX

Type of Employment:Permanent

Union Status: Exclusion - Non Union - NSPG

Closing Date:15-Oct-26 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Nova Scotia Apprenticeship Agency is an industry-led and industry-driven Agency. Our mandate is to steward and operate a relevant, accessible and responsive industry-led trades training and certification system, and improving access to, and participation in, the system by Aboriginal persons, African Nova Scotians, differently-abled persons, immigrants, women and members of other under-represented groups.

If you are searching for a rewarding career where you will have a positive impact on the direction of apprenticeship in Nova Scotians, look no further. We have an exciting opportunity for you to explore at the Apprenticeship Agency.

If you are detail oriented, and want to join a dynamic organization, we have an exciting opportunity for you to explore as an Executive Assistant and Board Administrator.

About Our Opportunity

Under the direction of the Chief Executive Officer (CEO) of the Nova Scotia Apprenticeship Agency (NSAA), the Executive Assistant and Board Administrator (EA/BA) provides expert support and assistance for the Nova Scotia Apprenticeship Agency Board and the CEO’s office. This role functions as the Board Administrator and recording secretary for the Nova Scotia Apprenticeship Agency Board and its committees.

This role provides senior level and at times confidential assistance to the CEO and Board and is responsible for the efficient and effective operation of the Office of the CEO, as well coordination of the records, logistics, planning and activities of the Nova Scotia Apprenticeship Agency Board. This involves managing, coordinating and scheduling all aspects of the CEO's role, as well as coordination of all aspects of the NSAA Board (comprised of 15 members) and various committees of the Board (2-6 committees comprising of up to 15 members each).

The EA/BA provides independent executive level administrative support to the CEO, through the effective management, coordination and oversight of the operation of the CEO's office. The EA/BA organizes, prioritizes, assigns/routes work to NSAA staff; manages the administrative services; and coordinates the HR administrative functions for the Office of the CEO.

The EA/BA acts as a primary contact and liaison for staff, all levels of government, various industry partners and the public on issues, often sensitive and confidential; prepares reports and legal documents; coordinates internal and external meetings and supports documentation of discussion, action and decisions. The incumbent is responsible for processing correspondence of a confidential nature relating to the Minister and Deputy Minister's Office of the Department of Labour, Skills and Immigration and for developing and tracking files related to cabinet documents and other NSAA initiatives and issues.

The EA/BA plans, prepares and communicates to and on behalf of the NSAA Board and CEO.

Primary Accountabilities

The Executive Assistant & Board Administrator’s primary duties include providing the following support to the CEO and the NSAA Board:

• Compose and prepare correspondence
• Schedule and organize meetings and the associated logistics
• Coordinate and prepare presentations and documents
• Arrange travel, accommodations, and prepare itineraries
• Submit invoices, maintain travel records, prepare expense claims and other financial statements for payment
• Maintain filing and retrieval systems.
• Coordinates the administrative functions of secretarial administrative staff reporting to the Senior Leadership Team.
• Provides comprehensive and confidential support to the NSAA Board
• Supports the Board and CEO to oversee processes related to the Act and Regulations.
• Manages effective financial controls for the Office of the CEO and the Board.
• Ensures the effective management of the Agency’s human, technical and financial resources.

Qualifications and Experience

This may be the right opportunity for you if you completed a 1-year business or administration program with several years of related experience; or an equivalent combination of training and experience.

You are resourceful, reliable and have a high degree of organizational skills with a high attention to detail, which are required to determine priorities with minimal supervision in a busy environment. You possess sound knowledge of office practices and procedures.

You are an exceptional communicator (written and verbal) with strong time management skills. You have sound judgement and initiative, often working independently to resolve administrative issues, selecting alternative courses of action performing a wide range of complex secretarial and administration support. You will provide senior level support, undertaking more complex administrative assignments, including administrating the correspondence and corporate request functions for the Agency. A high degree of confidentiality, sensitivity and discretion is essential.

A comprehensive understanding of Agency functions would be an asset.

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.

• a Defined Benefit Pension Plan
• Health
• Dental
• Life Insurance
• General illness
• Short and Long Term Disability
• Vacation
• Employee and Family Assistance Programs

For information on all our Benefit program offerings, click here: Benefits for government employees.

Working Conditions

This position includes working outside traditional working hours, occasional weekends, and occasional travel.

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 06

Salary Range:$2,217.93- $2,772.41Bi-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, Persons of African Descent, Racialized Persons, Persons with Disabilities, 2SLGBTQIA+ Persons 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.

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.

If you are receiving a pension from the Nova Scotia Public Service Superannuation Plan (PSSP) or any related plans, you cannot receive pension payments while contributing to the same plan. If you accept a position that requires PSSP contributions, your pension payments must be stopped. Please contact the Nova Scotia Pension Services Corporation for more 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].