Executive Office Administrative Coordinator — Government

O'Regan's Automotive Group; Halifax; On-site; CAD 54,000 - 67,000; Full time

Benefits offered by this job

Career development

Engaging workplace

Multiple career paths

Job summary

The Government of Nova Scotia's Department of Municipal Affairs is seeking an Office Administrative Coordinator to provide senior-level administrative support to the Executive Director and ensure efficient delivery of corporate functions within the division.

You will coordinate executive office activities, monitor budgets and forecasts, support procurement and facilities requirements, track correspondence and approvals, and help maintain consistent administrative processes while collaborating

Qualifications

• Post-secondary education in Business Administration or Public Administration, plus several years of senior-level administrative experience.
• Proven ability to manage schedules, prepare correspondence, and handle shifting priorities with minimal direction.
• Excellent organizational, written and verbal communication, and interpersonal skills.
• Proficiency with office software and the ability to maintain confidentiality.
• Leadership competencies and sound judgement in a government setting.
• Knowledge of government processes and procurement experience would be an asset.

Responsibilities

• Coordinate the Executive Director’s schedule, meetings, correspondence, files, briefing materials, and competing priorities.
• Review incoming requests, identify urgent matters, route items for action, and monitor deadlines and responses.
• Track documents and operational items requiring senior-level approvals, ensuring accurate filing and record-keeping.
• Liaise with departmental staff, senior officials, other government offices, external agencies, vendors, and members of the public.
• Coordinate administrative services, provide office coverage, and support consistent and efficient administrative processes.
• Monitor the division’s operating budget, forecasts, expenditures, invoices, disbursements, and potential cost pressures.
• Coordinate procurement activities and provide guidance to help staff follow applicable financial and administrative requirements.
• Manage office services and facilities-related needs, including equipment, supplies, inventory, repairs, vendors, service contracts, and office moves.
• Maintain employee orientation information and track participation in required training and workplace initiatives.
• Prepare status reports, identify operational issues, and recommend process improvements that support efficient and responsive service delivery.

Skills

Organization

Communication

Interpersonal skills

Working under pressure

Office software proficiency

Leadership competencies

Confidentiality

Education

Post-secondary education in Business Administration or Public Administration

Tools

Microsoft Office

Job description

The Government of Nova Scotia's Department of Municipal Affairs is seeking an Office Administrative Coordinator to provide senior-level administrative support to the Executive Director and ensure efficient delivery of corporate functions within the division.

You will coordinate executive office activities, monitor budgets and forecasts, support procurement and facilities requirements, track correspondence and approvals, and help maintain consistent administrative processes while collaborating