Strategic Executive Administrative Coordinator

Nova Scotia; Halifax; On-site; CAD 58,000 - 72,000; Full time

Benefits offered by this job

Career development

Engaging workplace

Multiple career paths

Team-focused environment

Job summary

The Office of Addictions and Mental Health in Nova Scotia seeks an Executive Administrative Coordinator to support the Associate Deputy Minister and senior leadership. You will manage calendars, prepare briefings, handle correspondence, and coordinate travel, meetings, and budgets.

In a confidential, fast-paced environment you will develop procedures, maintain records, and back up the Deputy Minister and Minister offices as needed.

Qualifications

• You are an experienced administrative professional who has supported senior leaders or worked in a complex office environment with competing demands.
• You bring demonstrated experience coordinating calendars, meetings, correspondence, travel, financial administration and confidential records.
• Strong written and verbal communication skills are essential. You can prepare clear and professional correspondence, presentations, reports and briefing materials.

Responsibilities

• Manage the day-to-day administration of the Associate Deputy Minister’s Office, balancing changing priorities and ensuring important requests and deadlines are addressed in coordination with the broader administrative team.
• Coordinate a complex electronic calendar, resolve scheduling conflicts and keep the Associate Deputy Minister informed of priorities, commitments and required follow-up.
• Review, prioritize and track correspondence, briefing materials, ministerial requests, FOI requests and other documents requiring executive review or approval.
• Draft correspondence, presentations and reports, and communicate on behalf of the Associate Deputy Minister when appropriate.
• Respond to inquiries from internal and external partners, research issues and determine the appropriate course of action or referral.
• Coordinate meetings, prepare agendas and materials, arrange briefings and record meeting notes as required.
• Organize travel, accommodations, itineraries, expense claims and logistical arrangements for meetings and events.
• Monitor budgets and accounting transactions, process invoices and coordinate the purchase of office and technology-related supplies.
• Plan and coordinate events and special projects, monitor progress and ensure deliverables meet established policies and standards.
• Support recruitment, onboarding, employee-related administration, technology requests, distribution lists and signing authorities.
• Develop and maintain administrative procedures, records and document-tracking systems in collaboration with the Manager of Corporate Operations.
• Provide backup support to the offices of the Deputy Minister and Minister and represent executive offices on departmental committees.

Skills

Calendar management

Executive support

Travel coordination

Finance administration

Confidential records

Tools

Office software

Job description

The Office of Addictions and Mental Health in Nova Scotia seeks an Executive Administrative Coordinator to support the Associate Deputy Minister and senior leadership. You will manage calendars, prepare briefings, handle correspondence, and coordinate travel, meetings, and budgets.

In a confidential, fast-paced environment you will develop procedures, maintain records, and back up the Deputy Minister and Minister offices as needed.