Executive Office Coordinator & Operations Specialist

Nova Scotia; Halifax; Hybrid; CAD 54,000 - 67,000; Full time

Benefits offered by this job

Career Development

Engaging workplace

Career paths

Job summary

The Department of Municipal Affairs in Nova Scotia is seeking an Office Administrative Coordinator to provide senior-level administrative support to the Executive Director and support effective delivery of corporate functions across 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.

Qualifications

• Post-secondary education in Business Administration, Public Administration, or related field with several years of senior admin support.
• Experience providing high-level executive support with minimal direction, coordinating schedules and meetings.

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 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

Written & Verbal Communication

Interpersonal Skills

Work Under Pressure

Office Software

Leadership

Discretion & Judgment

Education

Post-secondary education in Business Administration or Public Administration

Job description

The Department of Municipal Affairs in Nova Scotia is seeking an Office Administrative Coordinator to provide senior-level administrative support to the Executive Director and support effective delivery of corporate functions across 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.