Executive Assistant to Lieutenant Governor

3 days ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Intergovernmental Affairs

**Location**:HALIFAX

**Type of Employment**:Term

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

**Closing Date**:02-Jan-25 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
As the Chief Executive Office of the Province of Nova Scotia, the Lieutenant Governor carries out a variety of constitutional and ceremonial/community functions which the Office of the Lieutenant Governor facilitates. Government House is the ceremonial home of all Nova Scotians and is the location of the Office of the Lieutenant Governor. As the official residence of the Lieutenant Governor, Government House hosts more than 160 events per year, welcomes more than 14,000 visitors per year and serves as the residence for members of the Royal Family and the Governor General during visits to Nova Scotia.

**About Our Opportunity**:
Under mínimal direction, the Executive Assistant provides senior level administrative support to the Office of the Lieutenant Governor/Government House. The Executive Assistant maintains current knowledge of government policies and procedures and provides a comprehensive range of confidential support by acting as a liaison for staff, other government entities (provincial, national, international) and Mi’kmaq organizations, as well as other external agencies.

The Executive Assistant is responsible for assisting with varied aspects of the Lieutenant Governor’s role which includes the scheduling of the Lieutenant Governor, Private Secretary/Executive Director and events at Government House, patron/stakeholder relations, and of honorary Aides-de-Camp. The Executive Assistant maintains knowledge of current government and legislative processes, procedures, practices, policies, and structure in order to effectively and efficiently support the Lieutenant Governor and Private Secretary/Executive Director on routine matters, such as:

- advising on vice-regal protocol
- arranging Aide-de-Camp monthly meetings
- acting in the event of the absence of the Communications Advisor in relation to communications deliverables
- serving as Master of Ceremonies at functions
- scheduling overnight guests
- booking tours
- approval of external event sheets
- coordinating diplomatic visits with the Protocol Office
- and Honours Secretariat
- scheduling weekly staff meetings

With a comprehensive knowledge of the Lieutenant Governor’s functions and Government House activities, the Executive Assistant is responsible for coordinating all meeting agendas, recording and tracking directives that result from the Lieutenant Governors and Private Secretary/Executive Directors meetings. The Executive Assistant serves as the accounting officer for the Lieutenant Governor’s named grant from the department of Canadian Heritage and performs necessary accounting functions, expenditure review, procurement, and budget analysis of said functions. The Executive Assistant manages the Lieutenant Governor, Private Secretary/Executive Director and Government House daily schedule.

**Qualifications and Experience**:
Bachelor’s degree or Diploma coupled with at least five years of progressively responsible related experience in a senior administrative setting; or an equivalent combination of training and experience. Experience in government with a broad knowledge of government policies and the role of the Lieutenant Governor in the Canadian system of government would be considered an asset.

The incumbent must be able to work in a fast paced, high-pressure environment and will be required to anticipate priorities, often under tight deadlines. The ability to immediately understand the facts, implications, nuances and political significance of issues and develop and direct these issues to the Private Secretary/Executive Director in a timely fashion is critical.

The Executive Assistant must possess strong organizational abilities including attention to detail and accuracy to ensure documents are tracked, formatted, and edited properly prior to the Private Secretary/Executive Director’s review. The incumbent will demonstrate sound judgment, possess strong problem-solving skills and work quickly and independently as well as the ability to balance multiple priorities, be highly efficient and have demonstrated experience in managing complex and demanding schedules. They will possess excellent organizational skills and the ability to communicate effectively with staff, stakeholders, members of the public, and all levels of government in a diplomatic and confidential manner. The ability to respond effectively to urgent situations, which may include a requirement for additional hours with little notice is also required.

The incumbent must demonstrate thorough knowledge of Microsoft Office Suite, including Access, and optimal use of computer technology to enhance work processes and maximize efficiencies. Knowledge of accounting practices, expenditure review, recording and budget analysis will be required

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