Executive Administrative Assistant

5 months ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Health and Wellness

**Location**:HALIFAX

**Type of Employment**:Permanent

**Union Status**:Exclusion - Non Union - NSPG

**Closing Date**:11-Apr-24 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
The Department of Health and Wellness offers opportunities to grow and advance in a dynamic sector that touches the lives of all Nova Scotians. Along with our partners, including the Nova Scotia Health Authority and the IWK Health Centre, we’re committed to continually improving our health care system. With a focus on continual improvements within the Health System, the department is thinking differently about how to plan, fund, regulate and monitor to improve access and service delivery.

One of the Department of Health and Wellness’s (DHW) mandates is to ensure the delivery of collaborative health care to communities through Emergency Health Services, including medical communications, medical first response, ground and air ambulance, and other programs. DHW is responsible for setting standards, developing policies, funding, and regulatory oversight of the Emergency Health Services (EHS) system and the vendor contracted to operate the EHS system.

**About Our Opportunity**:
Reporting to the Senior Executive Director, EHS and supporting the Provincial Medical Director and EHS Branch, you will provide independent executive level administrative support through the effective management, coordination and efficient operation of the office. By having a comprehensive knowledge, this position acts as a primary contact for the EHS branch and as the liaison for staff, other government departments (federal, provincial, territorial, and municipal) as well as external partners in a highly confidential environment that requires a great amount of independence of action.

**Primary Accountabilities**:
Key Responsibilities Include:

- Ensuring the daily operational management of the office of the broader EHS branch by serving as a key support and organizational resource for internal and external partners, providers, staff, etc.
- Utilizes project management skills to determine deadlines and follow up to ensure milestones and action items are met and completed by the appropriate employees/providers
- Contributes to the development of work standards, initiating and improving processes to achieve the standards
- Maintaining physical and digital filing and retrieval systems, manuals, reference materials, and other documentation and data
- Prepares/composes confidential correspondence on behalf of the Branch and Senior Executive Director
- Develops and prepares professional presentations and reports on behalf of the Senior Executive Director and branch
- Manages, updates, and assimilates information for the branch website, business plan, and other plans and frameworks
- Manages, coordinates, and controls the Senior Executive Director’s and Provincial Medical Director’s electronic calendar
- Coordinates/arranges meetings assuming responsibility for all logistics, planning, and organization, preparing any necessary agendas, minutes, notes, decisions and action items
- Manages/coordinates the EHS branch budget with approved budget signing authority, including establishing, reporting on, monitoring, and adjusting financial forecast documents as necessary.
- Organizes travel and accommodation requirements, including urgent travel, preparing itineraries, transformation, etc.
- Provides support and leadership to other branch and departmental administrative staff

**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.

The following are critical qualifications for this role:

- Proficiency with MS Office Suite (including Teams, SharePoint, or equivalent) is required.
- 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
- Exceptional attention to detail is critical in this role with a particular focus on proofreading, punctuation, and grammar skills.
- High degree of independent organization, planning, and action
- must be well organized to establish your own work schedule and to ensure that office and administrative deadlines are met You promote positivity and inclusivity in your work
- Knowledge of DHW’s and/or EHS’s work and the NS Government processes required for financial, operational, human resource and legislative approvals, reporting, and issues is an asset.

Competencies for this role include: Analytical Thinking, Adaptability and Flexibility, Initiative, Attention to Detail, Client Orientation, Effective Interactive Communication, Initiative, and Intercultural Diversity Proficiency.

We will assess the above qualifications and competencies

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