Executive Administrative Coordinator

6 days ago

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

Executive Administrative Coordinator

Competition # : 39073

Crown Agency:
Art Gallery of Nova Scotia

Location:

HALIFAX

Type of Employment:
Permanent

Union Status:
Exclusion - Non Union - NSPG

Closing Date: 5/23/2023 (Applications are accepted until 11:59 PM Atlantic Time)

About Us


Since 1908, the Gallery has been a gateway for the visual arts in Atlantic Canada by engaging people with art.

It is committed to this mission as an agency of the Province of Nova Scotia and one of the premier arts institutions in Canada.

At its core, the Gallery is responsible for acquiring, preserving, and exhibiting works of art, and for providing education in the visual arts.

We are an inclusive public gathering place that connects people with art to inspire thinking.


Please note, due to legislative changes, as of January 1, 2023, Art Gallery of Nova Scotia (AGNS) employees are no longer Civil Servants and are instead direct employees of the AGNS.


About Our Opportunity


As the Executive Administrative Coordinator to the CEO of the Art Gallery of Nova Scotia, you will be essential to the effective management, coordination, and efficient operation of the CEOs office.

You will provide executive level administrative support which will include scheduling, internal and external correspondence, invoicing, and the planning of events.


Primary Accountabilities

In this role, you will:

  • Manage, coordinate and control the CEO's electronic calendar using sound judgement and strong negotiation skills to ensure their schedule is followed and respected.
  • Work closely with the CEO, to keep them well informed of priorities and requests and ensure deadlines are met.
  • Represent the Executive Office to internal and external representatives and facilitates the resolution of inquiries directed to AGNS.
  • Organize travel and prepare itineraries for the CEO and the Senior Leadership Team (SLT) which will include confirming and finalizing transportation and hotel reservations as well as financial arrangements, maintaining travel records and preparing expense claims as required.
  • Coordinate a variety of special projects as identified by the CEO which will include reviewing project documentation to ensure deliverables are met as per policies and standards.
  • Develop and prepare professional presentations and reports on behalf of the CEO.
  • Coordinate and provide advice and assistance on processes and documentation methods as well as review procedures, guides and processes as required.
  • Liaise with the Board of Directors, setting the Board and Committees' schedule of meetings.
  • Record minutes for SLT, Board, and Committee meetings.

Qualifications and Experience


In addition to the above, you are dedicated to high standards of quality with proven initiative, integrity, judgement, decision making abilities, and communication skills (verbal and written).

You are self motivated, resourceful, reliable and have a high degree of organizational skills, which are required to determine priorities with mínimal supervision in a busy environment.

You are experienced in building relationships with a variety of stakeholders and partner organizations.


Essential skills include advanced computer skills using Microsoft Office (Word, PowerPoint, Outlook, and Excel) and efficient office and project management practices.

A high degree of confidentiality, sensitivity, discretion, and judgement are essential. You must be able to effectively respond to high volumes of work and work independently with mínimal supervision.
You value the concepts of equity, diversity, and inclusion in all areas of your work. You are a self-motivated individual who participates fully in a team environment where ideas and innovation are embraced.

Equivalency

Benefits


Based on the employment status and Union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs.

Click here to learn more about our various benefits offering and eligibility criteria.

Additional Information
This position includes working outside traditional working hours, occasional weekends, and occasional travel.

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 forwardthinking policies and strategies
  • Department specific flexible working schedules

Pay Grade:
EC 05

Salary Range:
$1, $2,343.39 Bi-Weekly

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