Executive Administrative Coordinator to the CEO

4 days ago

Halifax, Canada Government of Nova Scotia Full 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.

The Art Gallery of Nova Scotia seeks to present the most vital and engaging contemporary art from around the world. We will embrace tradition and the past by applying a contemporary viewpoint that addresses relevant issues and challenges perspectives. 

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 and meeting-management, internal and external correspondence, responding to inquiries, invoicing, and the planning of events.

Primary Accountabilities

Manage and coordinate the CEO’s electronic calendar using sound judgement and negotiation skills to ensure their schedule is followed and respected, while allowing for collaboration and accessibility amongst the leadership team as real-time matter arise. Work closely with the CEO to keep them well informed of priorities and requests and ensure deadlines are met. Assess and assign priority to the CEO’s mail and emails, redirecting and/or answering and drafting correspondence as appropriate. Represent the Executive Office to internal and external representatives and facilitate 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. Record keeping and document governance is paramount. Liaise with the Board of Directors, setting the Board and Committees’ schedule of meetings. Prepare agendas, compile information, arrange room and technology set-up, and record minutes, for SLT, Board, and Committee meetings. Attend various meetings within the organization to maintain awareness of general business matters and evens. d are instead direct employees of the AGNS.

Qualifications and Experience

As the successful candidate, you have completed an office administration program and hold several years of progressive experience in executive administrative support.

In addition to the above, you are dedicated to high standards of quality with proven initiative, integrity, judgement, and decision-making abilities. You communicate, both verbally and in writing, with professionalism, care, and clarity. You are self motivated, resourceful, reliable and have a high degree of organizational skills, which are required to determine priorities with minimal supervision in a busy environment. You are experienced in building relationships with a variety of stakeholders and partner organizations. You’re flexible and adaptable to address items as they arise while maintaining discretion, confidentiality, and pose.

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 minimal 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


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


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 forward-thinking policies and strategies Countless career paths Department specific flexible working schedules Pay Grade: EC 06 Salary Range:  $2,;- $2,;Bi-Weekly Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens of Nova Scotia. The Art Gallery 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.
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 C.

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