Executive Assistant & Board Secretary

Government of Nova Scotia; Halifax; On-site; CAD 60,000 - 80,000; Full time

Job summary

A government entity in Nova Scotia is seeking an Executive Assistant & Board Secretary. The ideal candidate will coordinate board meetings, manage executive operations, and ensure compliance with governance requirements. Strong professionalism and experience supporting senior leadership are essential. Excellent opportunities for career development in a diverse workplace are offered.

Benefits

Defined Benefit Pension Plan

Health and Dental Insurance

Employee Assistance Programs

Career development opportunities

Qualifications

• Several years of experience supporting senior executives or board-level leadership required.
• Strong attention to detail, especially proofreading, punctuation, and grammar.
• Ability to exercise sound judgement and maintain composure in stressful situations.

Responsibilities

• Organize board meetings and maintain accurate minutes.
• Serve as a liaison for the CEO and manage their calendar.
• Ensure compliance with legal and regulatory requirements.

Skills

Professionalism

Judgement and prioritization

Teamwork and collaboration

MS Office proficiency

Education

Bachelor’s degree in business administration, communications, or related field

Job description

Location: Halifax
Type of Employment: Permanent
Closing Date: 24-Nov-25 (applications accepted until 11:59 PM Atlantic Time)

About Us

As a celebrated Canadian gallery, the Art Gallery of Nova Scotia (AGNS) is deeply connected to the cultures and communities of Atlantic Canada. It has been a premier arts institution since 1908, cultivating a permanent collection of nearly 20,000 works that includes Canadian, Indigenous, contemporary, and folk‑art pieces.

About Our Opportunity

We are looking for an Executive Assistant & Board Secretary to serve as a strategic partner to the CEO and a key supporter to the Board of Directors. The role combines responsibilities of executive support and governance, ensuring smooth operations for the executive team and effective compliance for the board.

Responsibilities

• Organize the full cycle of board and committee meetings, including scheduling, logistics, agenda preparation, and distribution of materials.
• Record and maintain accurate minutes of board and committee meetings and prepare post‑meeting action lists.
• Maintain governance records—including bylaws, resolutions, board communications, and committee charters.
• Provide expertise and ensure compliance with legal and regulatory requirements related to board governance and organizational transparency.
• Serve as a point of contact for board members, facilitating communication and access to relevant materials and updates.
• Act as a trusted liaison for the CEO, evaluating incoming inquiries and delegating tasks.
• Strategically manage the CEO’s calendar, proactively resolving conflicts, preparing agendas, and adjusting priorities.
• Draft, review, and manage a broad range of complex and confidential correspondence, presentations, and reports.
• Coordinate complex travel arrangements for the CEO and Senior Leadership Team.
• Monitor reporting and compliance deadlines, ensuring timely submissions to government agencies, funders, and oversight bodies.

Qualifications And Experience

Applicants should hold a bachelor’s degree in business administration, communications, or a related field, or have completed a recognized business administration program. Several years of experience supporting senior executives or board‑level leadership are required.

• High degree of professionalism, tact, and discretion.
• Excellent judgement with the ability to prioritize multiple tasks under tight deadlines.
• Demonstrated ability to design and implement processes and systems that enhance operational efficiency.
• Strong teamwork and collaboration skills, with effective communication with internal and external stakeholders.
• Ability to exercise sound judgement and maintain composure in stressful situations.
• Self‑starter who proactively initiates work tasks and ensures timely completion.
• Strong attention to detail, especially proofreading, punctuation, and grammar.
• Independent working ability and teamwork; application of equity, diversity, and inclusive practices.
• Proficiency with MS Office and Outlook required.

Equivalency

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

Benefits

Based on employment status and union agreement, the Government of Nova Scotia offers a wide range of benefits, including a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General Illness, Short and Long‑Term Disability, Vacation, and Employee and Family Assistance Programs. For detailed information, visit the Benefits for government employees.

What We Offer

• Career development with guidance, tools, resources, and ongoing training.
• Engaging workplace culture that values respect, connection, and forward‑thinking policies.
• Department‑specific flexible working schedules.

Pay Grade and Salary

Pay Grade: EC 07
Salary Range: $2,335.21 - $2,919.02 Bi‑Weekly

Our goal is to be a diverse workforce that is representative of the citizens of Nova Scotia. The Art Gallery of Nova Scotia welcomes applications from Indigenous People, African Nova Scotians, other racially visible persons, persons with disabilities, and women in under‑represented positions. If you belong to an equity group, we encourage you to self‑identify on your electronic application.

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; only those selected for an interview will be contacted.

All questions and concerns may be directed to: [e-mail]