Opportunities Executive Assistant (Secretary 3)

Tyler Data & Insights; Halifax; On-site; CAD 60,000 - 80,000; Full time

Job summary

A government agency in Halifax is seeking an Executive Assistant to support the Executive Director. This role includes managing schedules, drafting documents, and ensuring efficient operations. Applicants should have a business course and at least four years of administrative experience. The position offers a salary range of $1934.21 - $2139.34 bi-weekly, with various benefits.

Benefits

Defined Benefit Pension Plan

Health Insurance

Vacation

Qualifications

• A minimum of four years of experience supporting managers or supervisors.
• Proficiency in Microsoft Office or equivalent is required.
• Experience with records management.

Responsibilities

• Provide senior executive-level administrative assistance.
• Draft briefing notes and prepare presentations.
• Coordinate and manage schedules and events.

Skills

Organizational skills

Communication skills

Teamwork

Attention to detail

Discretion and confidentiality

Education

One-year business course

2-year diploma

Bachelor's degree

Tools

MS Office Suite

Job description

Overview

Competition # : 47099

Department : Environment and Climate Change

Location : HALIFAX

Type of Employment : Permanent

Union Status : NSGEU - NSPG

Closing Date : 16-Oct-25 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

Nova Scotia Environment and Climate Changes role is to protect the environment and human health through regulatory excellence conservation partnership and promotion. The department works to support a clean and healthy environment in Nova Scotia advance a clean economy addressing the climate crisis and guide the province towards a sustainable and clean future where all Nova Scotians can thrive.

This position is based in our Sustainability and Applied Science Division.

About Our Opportunity

Are you an expert when it comes to multitasking and maximizing efficiencies? Do you have an upbeat professional work ethic and experience providing executive-level support? We are hiring for an Executive Assistant reporting to the Executive Director.

As our Executive Assistant you are an essential resource in the division's senior management team. Your expertise contributes to the smooth flow of information and a positive work environment. You will work as part of an integrated administration team in the department to provide senior executive-level administrative assistance and support.

Primary Accountabilities

• Daily you will use your exceptional organizational skills to support the Executive Director. You are a key point of contact and work closely across the department the public and key stakeholders. With your expertise you ensure efficient operations and effective office management including :
• Drafting briefing notes, preparing presentations, preparing and composing confidential correspondence, reports and numerous tracking documents
• Coordinating and managing schedules and calendars
• Arranging and coordinating meetings and events
• Providing comprehensive project support services with a focus on responsiveness, proactivity and confidentiality.
• Ensuring constant innovation and administrative process improvements.
• Adapt to rapidly evolving priorities with flexibility and resourcefulness.
• Maintain meticulous files in compliance with STAR / STOR Record management requirements and ensure the division is compliant with the department's records management systems.
• Manage duties associated with resource onboarding and offboarding process including orientation support and setup for new workstream team members.
• Support contracted resource procurement initiatives including documentation and liaison tasks with FLEXTrack or other procurement methods.

In addition to the above you will work to ensure efficient workflow is achieved by managing numerous operational processes as well as coordinating work with other executive assistants. You will maintain up-to-date knowledge of government practices and policies to deal with and ensure efficiencies related to office inquiries, correspondence and requests at the senior administrative level.

Qualifications and Experience

You have completed a one-year business course and have a minimum of four (4) years of experience supporting managers or supervisors with administration and coordination. Proficiency with MS Office Suite (or equivalent) is required.

Your ability to prioritize multiple priorities under tight deadlines is essential to your success in this role. Furthermore you demonstrate :

• Strong teamwork and collaboration skills
• Excellent communication skills (verbal & written)
• A high degree of professionalism tact and diplomacy and consistently exercise discretion and confidentiality in managing correspondence and information
• Proven experience with records management
• Proficiency in management data report preparation
• Budget management experience

Exceptional attention to detail is critical in this role with a particular focus on proofreading punctuation and grammar skills. You promote positivity and inclusivity in your work. Assets include familiarity with government processes government procurement practices and experience working on or leading projects.

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. Equivalencies include but are not limited to :

• Completion of a 2-year diploma and 3 years of related experience
• Completion of a related bachelors degree and 1 year of related experience
• At least 5 years of related experience.

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

Benefits

Based on the employment status and union agreement the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan Health Dental Life Insurance General illness Short and Long Term Disability Vacation and Employee and Family Assistance Programs. For information on all our Benefit program offerings click here : Benefits for government employees.

Working Conditions

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 and on occasion may be required to work in the community when setting up meetings and information sessions. 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
• Department specific flexible working schedules

Pay Grade : CL 22

Salary Range : $1934.21- $2139.34 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 and Other Racially Visible Persons, Persons with Disabilities 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 you require an accommodation throughout the recruitment process please contact us at

This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office employees must apply correctly via this link :

Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant and will only be included if external applications are pursued.

External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit NOTE : Candidates will not be considered for an interview if applications are incomplete or are missing 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

Required Experience : IC

Key Skills

Typing, Clerical Experience, Microsoft Publisher, Microsoft Word, Office Experience, Personal Assistant Experience, Microsoft Powerpoint, Microsoft Excel, Transcription, Filing, Administrative Experience, Word Processing

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 1934 - 2139