Executive Assistant to The Deputy Minister

7 months ago

Halifax, Canada Province of Nova Scotia Full time

**Salary**: $57,503 - $70,573

**Type**: Full-Time Permanent (35 hours a week)

**Benefits**: Paid Holidays, Vacation, Sick/Family Leave, Health, Dental, and Defined Benefits Pension

**Location**: Halifax, Nova Scotia

**Department**: Cyber Security & Digital Solutions

**Classification**: EC 07

**ABOUT THE DEPARTMENT OF CYBER SECURITY AND DIGITAL SOLUTIONS (CSDS)**:
Welcome to the Department of Cyber Security and Digital Solutions (CSDS), the guiding force behind digital transformation within the Government of Nova Scotia. Formerly known as the Nova Scotia Digital Service (NSDS) within the Department of Service Nova Scotia and Internal Services (SNSIS), we have evolved into a standalone department with a focused mission.

At CSDS, we support government departments and partners in their digital transformation journeys. We don't just implement digital solutions; we navigate the complexities of digital transformation, modernizing outdated systems and ways of working. Our role is to ensure that digital services are user-centered, efficient, and make a real difference to Nova Scotians.

Our team is diverse and passionate, championing innovation and embracing the richness of multiple perspectives. We're not just an IT department; we're a community dedicated to enabling digital transformation and bolstering cybersecurity across the province.
- Join us at CSDS as we shape the future of digital services in Nova Scotia, supporting our partners in their journey towards a digital future_

**The Role**:
As the Executive Assistant to the Deputy Minister, you will be an integral part of a dynamic team shaping the future of digital services. This role goes beyond traditional administrative tasks; it's about leading and coordinating high-level functions, managing complex schedules, and being a strategic partner to the Deputy Minister. Your professionalism, attention to detail, and ability to adapt will be key as you navigate the public sector landscape.

If you're a creative problem-solver with exceptional organizational skills and a passion for excellence in client service, this opportunity offers a rewarding career path with countless possibilities for growth and impact.

**Key Responsibilities**:
**Managing Operations**: Efficiently oversee the daily operations of the Deputy Minister's office, serving as a primary resource and liaison, ensuring smooth communication and coordination.

**Strategic Coordination**: Lead and coordinate high-level functions, including scheduling, correspondence, budgeting, invoicing, and event planning. Align activities with strategic objectives, ensuring timely execution and compliance.

**Information Analysis**: Gather, analyze, and track information relevant to the Deputy Minister's office. Assess options, make informed recommendations, and prepare reports and presentations as needed.

**Stakeholder Engagement**: Act as a primary contact for stakeholders both internally and externally. Maintain confidentiality and professionalism, fostering positive relationships with key partners.

**Supporting Leadership**: Provide comprehensive operational support to the Deputy Minister and Minister. Ensure seamless coverage during planned and unexpected absences, including urgent/emergent travel arrangements.

**Event Planning and Execution**: Plan, organize, and execute events or special projects as requested by the Deputy Minister or the department. Coordinate logistics, manage invitations, and oversee all aspects to ensure successful outcomes.

**Office Management**: Manage and control the Deputy Minister's electronic calendar, using sound judgment and strong negotiation skills. Maintain a bring-forward and tracking system, along with an organized filing system.

**Financial Coordination**: Monitor and adjust forecast documents for budget purposes. Order and receive goods, process invoices for payment, and ensure adherence to financial guidelines.

**Human Resource Support**: Assist with HR-related items such as the recruitment process, onboarding of new employees, and handling confidential documents regarding employee relations.

**Backup Support**: Provide backup support to the offices of other senior officials as required, ensuring continuity and efficiency.

**How You Will Make an Impact**:
Your role is essential in supporting the Deputy Minister's office. With responsibilities ranging from scheduling to correspondence and budgeting, this position ensures that daily operations run smoothly. The role's impact is felt in the efficiency and responsiveness it brings, contributing to the overall effectiveness of the government's digital services.

**Who You Are**:
You are a dedicated professional with a passion for administrative excellence. Your attention to detail, ability to manage multiple priorities, and commitment to confidentiality set you apart. With a high degree of professionalism and a client-centered approach, you understand the significance of your role within the government structure.

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