Executive Office Coordinator - Government Administration

RiseMe; Halifax; On-site; CAD 2,446,000 - 3,058,000; Full time

Benefits offered by this job

Career Development

Engaging workplace

Countless career paths

Job summary

The Government of Nova Scotia's Department of Municipal Affairs in Halifax is seeking an Office Administrative Coordinator to support the Executive Director and corporate functions.

You will coordinate schedules, monitor budgets, support procurement and facilities, track approvals, and liaise with staff, senior officials, other government offices, external agencies, vendors, and the public to ensure efficient service delivery.

Qualifications

• Post-secondary education in Business Administration, Public Administration, or related field plus several years of senior admin support experience.
• Experience providing high-level executive support with minimal direction, including coordinating schedules and meetings, preparing and managing correspondence, and balancing changing priorities.
• Ability to work under pressure, meet deadlines, and respond to competing demands.
• Strong written and verbal communication skills; effective interpersonal abilities; discretion handling confidential information.

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 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 requirements.
• Manage office services and facilities-related needs, including equipment, supplies, inventory, repairs, vendors, and moves.
• Maintain employee orientation information and track training participation.
• Prepare status reports and identify operational issues for process improvements.

Skills

Organizational skills

Written and verbal communication

Interpersonal skills

Ability to work under pressure

Office software proficiency

Leadership competencies

Discretion and confidentiality

Education

Post-secondary education in Business/Public Administration

Tools

Office suite

Financial forecasting software

Procurement systems

Job description

The Government of Nova Scotia's Department of Municipal Affairs in Halifax is seeking an Office Administrative Coordinator to support the Executive Director and corporate functions.

You will coordinate schedules, monitor budgets, support procurement and facilities, track approvals, and liaise with staff, senior officials, other government offices, external agencies, vendors, and the public to ensure efficient service delivery.