Office Administrative Coordinator

The Government of Nova Scotia; Halifax; On-site; CAD 54,000 - 67,000; Full time

Benefits offered by this job

Career development

Engaging workplace

Career paths

Job summary

The Government of Nova Scotia's Department of Municipal Affairs seeks an Office Administrative Coordinator to provide senior administrative and operational support to the Executive Director and the division.

You will coordinate Executive Director’s schedule, monitor budgets, support procurement and facilities, track correspondence, liaise with staff and external partners, and help ensure efficient, compliant processes in a high-paced government office.

Qualifications

• Post-secondary education in Business Administration, Public Administration, or related field, with several years of senior admin support experience.
• Experience providing high-level executive support, coordinating schedules, and managing correspondence.
• Ability to balance changing priorities, deadlines, and 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 approvals, ensuring proper 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 efficient processes.
• Monitor the division’s operating budget, forecasts, expenditures, and invoices.

Skills

Executive support

Schedule coordination

Budget tracking

Communication

Office software

Education

Post-secondary education in Business Administration or Public Administration

Tools

Office suite

Job description

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Union Status: Exclusion - Non Union - NSPG

Closing Date:07-Oct-26 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Department of Municipal Affairs is dedicated to working with municipalities to build healthy, vibrant, and safe communities throughout Nova Scotia. Municipal Affairs provides programs, grants, and funding opportunities for municipalities and community groups. The Department also provides services and guidance to municipalities in many areas including land use planning, budget planning and finance, infrastructure development, and policy and program development.

About Our Opportunity

As the Office Administrative Coordinator, you provide senior-level administrative and operational support to the Executive Director and support the effective delivery of corporate functions across the division.

You coordinate executive office activities, monitor budgets and forecasts, support procurement and facilities requirements, track correspondence and approvals, and help maintain consistent administrative processes. You regularly work with departmental staff, senior officials, other levels of government, external agencies, vendors, and members of the public.

Primary Accountabilities

In this role, you will:

• 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.

Qualifications and Experience

You have completed post-secondary education in Business Administration, Public Administration, or a related field, combined with several years of experience providing senior-level administrative support.

You have demonstrated experience providing high-level executive support with minimal direction, including coordinating schedules and meetings, preparing and managing correspondence, and balancing changing priorities.

• Exceptional organizational skills and the ability to manage multiple tasks and priorities.
• Strong written and verbal communication skills.
• Effective interpersonal skills and the ability to build collaborative working relationships.
• The ability to work under pressure, meet deadlines, and respond effectively to competing demands.
• Proficiency with office software and applications.
• Leadership competencies, including the ability to promote teamwork and support individual development.
• Sound judgement, discretion, and the ability to manage confidential or sensitive information.

The following would be considered assets:

• Additional certification or training in executive support, financial management, or government administration.
• Knowledge of government structures, policies, procedures, and administrative practices.
• Experience with financial forecasting in a government setting.
• Experience with government procurement processes.

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

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Working Conditions

This position requires the successful candidate to work on-site. You will be working within a high-paced, busy office environment with strict deadlines. Most of your time is spent in a comfortable office setting. Your normal work week is 35 hours/week, 7 hours/day. You may be required to work overtime on occasion. Occasionally you may need to move or lift objects such as boxes, inventory, or files.

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

Pay Grade: EC 05

Salary Range: $2,068.01- $2,585.02 Bi-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 concerns may be directed to [e-mail].