Executive Administrative Coordinator to The CEO

4 days ago

Halifax, Canada Province of Nova Scotia Full time

**Crown Agency**:Art Gallery of Nova Scotia

**Location**:HALIFAX

**Type of Employment**:Permanent

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

**Closing Date**:09-Jul-24 (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 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._
- _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 and collaborate with AGNS staff on 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 collaborate with AGNS staff to 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 events_

**Qualifications and Experience**:
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 mínimal 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 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 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, res

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