Executive Assistant

5 months 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**:16-Feb-24 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
The Nova Scotia Apprenticeship Agency is an industry-led and industry-driven Agency. Our mandate is to steward and operate a relevant, accessible and responsive industry-led trades training and certification system, and improving access to, and participation in, the system by Aboriginal persons, African Nova Scotians, differently-abled persons, immigrants, women and members of other under-represented groups.

If you are searching for a rewarding career where you will have a positive impact on the direction of apprenticeship in Nova Scotians, look no further. We have an exciting opportunity for you to explore at the Apprenticeship Agency.

If you are detail oriented, and want to join a dynamic organization, we have an exciting opportunity for you to explore as an Executive Assistant to the Chief Executive Officer.

**About Our Opportunity**:
As the Executive Assistant, you will work under general direction of the Chief Executive Officer (CEO), providing executive level administrative support, ensuring the effective and efficient flow of information and quality control for a large volume of inquiries (including Ministerial), and providing quality assurance of documents. You will act as a primary contact for the office, liaising with senior officials in other government departments, industry, and the public; coordinate the daily operation of the CEO’s Office including, maintaining the CEO’s schedule; assessing and assigning priority to mail and inquiries and routing as appropriate; and bringing all urgent matters forward. You will liaise with the Office of the Deputy Minister and Executive Leadership Team. You will be responsible for secretariat and logistics coordination functions to the NSAA Board, including correspondence to Board members. As secretary to the Board, you will oversee the coordination of meeting logistics, agendas, meeting package creation and recording of meeting minutes and other Board duties as assigned..

As the Executive Assistant, you will report to the Chief Executive Officer (CEO) and provide support to the CEO and the Board of the Nova Scotia Apprenticeship Agency.

**Primary Accountabilities**:
The Executive Assistant primary duties include providing the following support to the CEO and Board.
- Compose and prepare correspondence
- Manage and maintain schedule, logistics and correspondence with Board
- Schedule, coordinate and organize meetings and the associated logistics
- Coordinate and prepare presentations and documents
- Review and prepare meeting material according to the CEO’s upcoming appointments
- Prepare meeting packages, including agendas, memos, background documents
- Arrange travel, accommodations, and prepare itineraries
- Submit invoices, maintain travel records, prepare expense claims and other financial statements for payment
- Maintain filing and retrieval systems.

**Qualifications and Experience**:
This may be the right opportunity for you if you completed a 1-year business course with 4 years of related experience (including professional experience providing secretarial support for a Board of Directors); or an equivalent combination of training and experience.

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. You possess sound knowledge of office practices and procedures.

You have experience coordinating and overseeing the organization of a Board of Directors including logistics, meeting preparation, mapping out workback plans and capturing minutes.

You are an exceptional communicator (written and verbal) with strong time management skills. You have sound judgement and initiative, often working independently to resolve administrative issues, selecting alternative courses of action performing a wide range of complex secretarial and administration support. You are highly organized and efficient. You bring calm to the busy schedule of the CEO and Board. You will provide senior level support, undertaking more complex administrative assignments, including administrating the correspondence and corporate request functions for the Agency. A high degree of confidentiality, sensitivity and discretion is essential.

A comprehensive understanding of Agency functions would be 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**:
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 Fami

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