Executive Administrative Assistant

2 weeks ago

Halifax NS, Canada Public Service Commission, Government of Nova Scotia Full time

Location: HALIFAX
Permanent
The Legal Services Division of the Department of Justice is the government's law office, responsible for the provision of all legal services (excluding prosecutions) to the Province of Nova Scotia. The lawyers in the Legal Services Division provide legal advice and services on a broad range of matters to the Government and many of its agencies, boards and commissions. The Legal Services Division consists of Solicitor Services, Litigation Services, Family Services and the Registry of Regulations. For more information on the Department of Justice Legal Services, please visit our website:
As the Executive Assistant, you perform a wide range of complex secretarial and administrative support duties within the Legal Services Division. You provide senior level administrative support, which includes completing complex administrative assignments, co-ordinating the work of less senior clerks, and communicating with Senior Management and staff of various departments. Reporting to the Executive Director, this position may have some supervisory responsibility.
Provides secretarial and office duties for the Executive Director. This includes drafting complex correspondence, memos, and reports and communicating (on behalf of the Executive Director) with staff and Management within various divisions/departments.
Manages and coordinates the day-to-day operations of the Executive Director's office. This includes organizing and managing the Executive Director's schedule, coordinating resources, reviewing priorities, and briefing the Executive Director in preparation for meetings.
Serves as the main point of contact for a large volume of inquiries (including ministerial and public), while providing quality assurance of documents. This also includes monitoring incoming/outgoing correspondence, determining and coordinating action items for follow-up, monitoring deadlines.
Reviews and monitors the Executive Director's mail, composes responses and/or initiatives requiring action, and researches, summarizes, and consolidates information into various databases, narrative reports and presentation forms (using spreadsheets, databases and graphics).
Serves as the senior administrative support. This includes resolving administrative issues, as well as leading the support team in implementing administrative process improvement initiatives. This also includes monitoring forecast documents, as well as updating various databases to ensure easy and reliable access to information.
Supervises, Mentors, and provides direction to junior clerical staff on administrative related corporate requirements and standard practices.
To be considered for this opportunity, you have completed a one-year course in a related area, and have several years of executive level administrative experience.
Proficiency in Microsoft applications (Word, Excel, Outlook, Sharepoint) is also critical. Experience working in a legal environment would be considered an asset.
Analytical Thinking, Adaptability and Flexibility, Attention to Detail, Client Orientation, Effective Interactive Communication, Initiative, and Intercultural and Diversity Proficiency.
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.
Based on the employment status, the Government of Nova Scotia offers its employees a wide range of benefits such as a , Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs. May be required to work overtime on occasion.
This is a permanent full-time vacancy based in Halifax. 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
Department specific flexible working schedules, including Earned Days Off and Remote Work options
76 Bi-Weekly
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.

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