Secretary 3 (Administrative Assistant)

5 months ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Communities, Culture, Tourism & Heritage

**Location**:HALIFAX

**Type of Employment**:Permanent

**Union Status**:NSGEU - NSPG

**Closing Date**:30-Nov-23 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
Nova Scotia’s culture and heritage contribute to vibrant communities and enrich the quality of life in every part of the province. The Department of Communities, Culture and Heritage invites Nova Scotians to experience and participate in our rich cultural expression.

By exploring our past, we appreciate where we came from. This enriches our lives today and gives us insight for times ahead. Through investing in our future, we help realize the potential of our people and talents. We foster an environment that embraces ideas and innovation. Jobs are generated and our creative economy flourishes. Encouraging cultural expression brings life to our communities. We each contribute to the province we call home through distinct perspectives and traditions. Together, our diversity defines the uniqueness of Nova Scotia.

**About Our Opportunity**:
The Secretary III/Administrative Assistant provides effective, efficient, and confidential administrative support to the Executive Director and the Senior Management team (SMT) to ensure efficient office management. This involves the management of the Executive Director office including office administration and project management, coordinating the day-to-day activities by liaising with the Offices of the Deputy and Minister, senior management, Nova Scotia Museum Board of Directors, and representatives of other government departments as well as external agencies.

The position also acts as recording secretary to the Board of Governors and committee meetings of the board. This includes scheduling and coordinating meetings, drafting agendas, preparing meeting materials, recording minutes, and maintaining official copies of meeting materials. Overseeing logistics of off-site meetings will also be required.

Management of the office including ordering equipment and stocking all office supplies in accordance with procurement and accounting guidelines. In this position you will be responsible for the management of information as a key component of the position. As the Administrative assistant you c_ontribute to the development of work standards; and improves processes to achieve these standards. Maintains filing and retrieval systems, keeping manuals and reference material current. Responds promptly to incoming calls and inquiries in a professional and knowledgeable manner. Confidentiality, discretion and a high level of professionalism is expected. As well, this position play an important role in the employee engagement within the AML division and participates in related initiatives as time permits._

**Primary Accountabilities**:
In this role you provide administrative and secretarial support include researching and compiling suitable background information for meetings; you will also:

- preparing and composing correspondence
- preparing meeting minutes and notes
- responding to inquiries
- composing confidential correspondence, briefing materials, presentations, reports, and spreadsheets
- organizing meetings and coordinate travel arrangements
- develop an effective system for tracking all incoming and outgoing documents, status of requests and appropriate follow-up.

**Qualifications and Experience**:
To be successful in the Secretary 3/Administrative Assistant position, you will have completed a one-year business or administrative course, plus four years’ experience in a senior administrative capacity, or an equivalent combination of training and experience will be considered.

You possess excellent interpersonal skills, grammar, proofreading and secretarial skills with exceptional organizational skills with the ability to manage competing priorities. Strong written and oral communication skills are key in this role. You have experience working with Boards of Directors and/or committees of Boards, ensuring confidentiality is used when establishing and building relationships with a variety of internal and external clients, including other levels of government and community agencies.

Assets for this position:
Knowledge of museums

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 employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offering and eligibility criteria.

**Additional Information**:
This is a permanent, full-time position within the Archives, Museums and Libraries Division based in

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