Executive Assistant

6 months ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Labour, Skills and Immigration

**Location**:HALIFAX

**Type of Employment**:Permanent

**Union Status**:NSGEU - NSPG

**Closing Date**:28-Nov-23 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
The Immigration and Population Growth Branch (IPG) of Labour Skills and Immigration (LSI) has a large mandate. We are responsible for attracting, integrating, and retaining newcomers to our province. The impact of our work is felt both on a macro level as we are helping businesses succeed and our population grow, as well as a micro level as we make decisions every day that change the lives of people choosing to make Nova Scotia home. A passionate team, we are continually evolving to ensure we are meeting the needs of the province.

LSI works to provide fairness, safety, and prosperity for all Nova Scotians by helping them live, learn and work to their highest potential. We have a staff of more than 500 employees working from offices throughout Nova Scotia. Together we are responsible for safety, labour standards, apprenticeship, immigration and population growth, and many other facets of everyday life.

**About Our Opportunity**:
You will work in a highly collaborative and energic environment and will carry out the day-to-day administrative functions with mínimal direction. Working in a fast paced, continuously evolving environment you are highly adaptable. You will ensure the effective management, coordination, and efficient operations of the office. You are a leader on the team, and we count on your expertise and excellent client services to provide various administrative support.

This position reports to Senior Executive Director of the Immigration and Population Growth Branch.

**Primary Accountabilities**:
Under mínimal supervision, the Executive Assistant provides a broad range of administrative, operational, and financial support. This support will include, but is not limited to: managing calendars and meeting requirements by coordinating and maintaining up-to-date schedules, issuing meeting notices, coordinating space and equipment requirements (including support for the development of meeting materials), handling priorities/urgencies with tact and diplomacy; coordinating correspondence to and from the Deputy Minister’s and Minister’s office, as well as other departments; purchasing and budgeting; providing a variety of secretarial functions; maintaining efficient Branch correspondence, filing, and records management systems; supporting Branch Management with Human Resource activities; and drafting correspondence on behalf of the Senior Executive Director.

Additional duties include: organizing Branch Leadership Team and all-staff meetings, and other special events (including recording and preparing meeting notes, and other meeting support materials); coordinating the procurement of goods and services; promoting teamwork and communication; coordinating and tracking incoming requests for information, including prioritizing requests and ensuring timely responses; ensuring effective and efficient office administrative processes; and supporting the development and production of various reports/presentations. The Executive Assistant also serves as the primary contact for general inquiries into the Branch, and a liaison for departmental staff, management, and partners.

**Qualifications and Experience**:
This may be the right opportunity for you if you have successfully completed an office administration program with 4 years of related experience or the equivalent combination of training and experience.

You possess a broad range of knowledge relating to the functions, activities, policies and practices of executive government offices. You are dedicated to high standards of quality with proven initiative, integrity, judgement, decision making abilities, and communication skills (verbal and written). Exceptional interpersonal skills and proven ability to communicate within a diverse, client-focused setting is a must. You are resourceful, reliable and have a high degree of organizational skills, which are required to determine priorities with mínimal supervision in a busy environment. Essential skills include advanced computer skills using Microsoft Office (Word, PowerPoint, Outlook and Excel) and efficient office 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. Working knowledge of client management systems, records management systems, and procurement/purchasing systems is an asset.

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.

**Equivalency**:
**Benefits**:
Based on the employment status and Union agreement, the Government of Nova Scotia offers its

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