Executive Assistant and Briefing Coordinator

3 weeks ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Labour, Skills and Immigration

**Location**:HALIFAX

**Type of Employment**:Permanent

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

**Closing Date**:06-Nov-24 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
The Department of Labour, Skills and Immigration works as a trusted partner to grow the population, develop our current and future workforce, and foster inclusive, safe and fair workplaces. This includes welcoming people from across Canada and the world, helping people prepare for job opportunities and build the skills they need, promoting safe work environments and helping employers and employees know their rights and responsibilities. We work together to create a future where everyone has an opportunity to thrive

The Corporate Policy and Services (CPS) Branch of LSI is the Department’s primary link with broader government. The CPS Branch helps ensure the Department aligns with and adheres to government policies, priorities, and processes, and in turn supports government decision-making.

We take a “people first” approach with our team and our work. We strive to build relationships based on kindness, respect, and collaboration.

**About Our Opportunity**:
As the Executive Assistant and Briefing Coordinator, you will work in the Corporate Policy and Services Branch and provide a variety of complex administrative support and office management duties including organizing, prioritizing, tracking, assigning/routing of work to other branch administrative staff and providing services which require a high degree of confidentiality, discretion, independence and considerable initiative, and judgement of action for the Senior Executive Director, Manager of Corporate Branch Operations, Directors and other senior branch staff (as required). This position coordinates prep for weekly Minister and Deputy Minister briefings and is the primary back up to the Department's Correspondence Coordinator/Clerk along with providing operational/administrative support to the Policy and Planning team.

The Executive Assistant and Briefing Coordinator requires knowledge of all aspects of the Branch and the Department and liaises with all levels of government and the public on issues; tracks and organizes agendas and materials; prepares reports and documents; and coordinates internal and external stakeholder meetings.

**Primary Accountabilities**:

- Manages efficiently and effectively the daily operations of the office of the Senior Executive Director and works closely with the Manager, Corporate Branch Operations,
- Manages the Senior Executive Director’s electronic calendar using sound judgement,
- Composes/formats correspondence, reports, legal documents, organizational charts,
- Coordinates, researches, compiles, summarizes and consolidates information into various databases, narrative reports and presentation forms, using spreadsheets, databases and graphics,
- Develops website communications for the Department’s internal SharePoint site (LSI Connected),
- Acts as administrative liaison with other offices, coordinates and expedites divisional workflow between the Senior Executive Director’s office and across the divisions and branches,
- Maintains a bring forward and tracking system, along with a filing system,
- Provides administrative and logístical support for meetings, manages facility/space arrangement, travel, catering, serves as first point of contact,
- Organizes agendas and materials for Executive Leadership Team meetings,
- Coordinated prep for weekly Minister and Deputy Minister briefings. Prepares and manages agendas, maintains distribution lists, tracks Minister meetings and cabinet submissions, creates physical and digital briefing packages,
- Orders and receives goods and processes invoices for payment,
- Primary back up to the Correspondence Coordinator/Clerk responsible for correspondence and Freedom of Information and Protection of Privacy.

**Qualifications and Experience**:
This may be the right opportunity for you if you have completed a 1-year business/administration course plus have 3 years related experience in an administrative capacity or the equivalent combination of training and experience.

You will have regular contact with senior management and staff of the Department, and other departments and agencies of the Nova Scotia Government. Daily contact and teamwork with Associate Deputy Minister, Deputy Minister and Minister office staff; and management staff who report to the Senior Executive Director to assist in the resolution of inquiries, complaints, correspondence and requests for information. You will have a high degree of professionalism, tact, and a high level of confidentiality and sensitivity to the needs and requirements of senior staff. You have a good knowledge of government processes, procedures and practices.

Attention to detail and a high level of accuracy in your work is essential, you have exceptional typing, proofreading, and

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