Administrative Assistant

5 months ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Justice

**Location**:HALIFAX

**Type of Employment**:Permanent

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

**Closing Date**:25-Mar-24 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
At the Department of Justice (DOJ), we are responsible for administering the province’s justice system. We support people’s rights, safety and access to justice through the department’s programs and services. We also provide legal services to government and its departments and agencies.

We oversee policing and public safety, manage the court system and correctional services. We also provide victim services to the victims of crimes, enforce court-ordered and spousal support payments and manage the Nova Scotia Medical Examiner service.

Our work impacts lives and you can be part of that work.

**About Our Opportunity**:
Are you an expert when it comes to multitasking and maximizing efficiencies? Do you have an upbeat professional work ethic and experience providing executive-level support? DOJ is hiring for an Administrative Assistant, reporting to the Senior Executive Advisor to the Deputy Minister. This role will also support the Senior Advisor, Diversity and Inclusion.

As our Administrative Assistant, you are an essential resource in the division’s senior management team. Your expertise contributes to the smooth flow of information and a positive work environment. You will work as part of an integrated administration team to provide senior executive-level administrative assistance and support.

**Primary Accountabilities**:
Daily, you will use your exceptional organizational skills to support the Director and will include support to the Office of Strategic Initiatives. You are a key point of contact and work closely across Departments, the public and key stakeholders. With your expertise, you ensure efficient operations and effective office management including:
- Preparing and composing confidential correspondence, reports, and numerous tracking documents
- Routing and prioritizing all incoming mail, inquiries, and correspondence,
- Coordinating and managing schedules and calendars as well as travel and accommodations as required,
- Arranging and coordinating meetings and events,
- Supporting projects and collection of data as required,
- And ensuring constant innovation and administrative process improvements

In addition to the above, you will work to ensure efficient workflow is achieved by managing numerous operational processes as well as coordinating work with other executive assistants. You will maintain up-to-date knowledge of government practices and policies to deal with and ensure efficiencies related to office inquiries, correspondence, and requests at the senior administrative level.**Qualifications and Experience**:
You have completed a one-year business course and have a minimum of four (4) years of experience supporting managers or supervisors with administration and coordination. Proficiency with MS Office Suite (or equivalent) is required.
- Your ability to prioritize multiple priorities under tight deadlines is essential to your success in this role. Furthermore, you demonstrate:
- Strong teamwork and collaboration skills
- Excellent communication skills (verbal & written)
- A high degree of professionalism, tact, and diplomacy and consistently exercise discretion and confidentiality in managing correspondence and information
- Exceptional attention to detail is critical in this role with a particular focus on proofreading, punctuation, and grammar skills. You promote positivity and inclusivity in your work
- Knowledge of DOJ’s work across Divisions and the approvals required for financial, operational, human resource and legislative issues 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**:
We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise.
- Equivalencies include, but are not limited to:
- Completion of a 2-year diploma and 3 years of related experience
- Completion of a related bachelor’s degree and 1-year of related experience
- At least 5 years of related experience.**Benefits**:
Based on the employment status, 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 offerings and eligibility criteria.

**Working Conditions**:
You will be working within a high-paced, busy office environment with strict deadlines. Most of your time is spent in a comfortable office setting and on occasion may be required to work in the community when set

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