Executive Assistant

2 weeks ago

Dartmouth, Canada Province of Nova Scotia Full time

**Department**:Municipal Affairs and Housing

**Location**:DARTMOUTH

**Type of Employment**:Permanent

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

**Closing Date**:2/3/2023 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
The Nova Scotia Emergency Management Office works in collaboration with other federal, provincial departments, critical infrastructure partners and Nova Scotian Municipalities to strengthen local and provincial emergency preparedness, through planning, training, and exercising. NSEMO serves as the provincial office which oversees both emergency management and the provincial 911 system. Nova Scotia’s 911 system operates on a province wide basis and is a collaborative model comprised of many different partner agencies. Coordination and alignment of processes with our partners is a key factor in the stable and effective 911 system currently available to those in need of assistance.

**About Our Opportunity**:
You will support the department’s goal of being an equitable and inclusive workplace that, at all levels, reflects and respects the diversity of Nova Scotia’s population, where all employees feel welcome and valued.

Reporting to the Executive Director, the administrative assistant manages and coordinates the day-to-day operations of Emergency Management Office Division. You will provide administrative support to the Executive Director and Directors within the division, while fostering effective working relationships with the Offices of the Minister and Deputy Minister.

You will be the senior administrative support for the division, authorizing office supplies and related expenditures, resolving administrative problems, leading and guiding efforts of the divisional administrative support team in developing and implementing administrative operational and process improvement change projects.

**Primary Accountabilities**:
Typical duties of this position include:

- Organizes and manages the Executive Director’s schedule, provides travel co-ordination, coordinates resources and overall planning, and briefs the Executive Director in preparation for various meetings.
- Supports the Emergency Management Office by scheduling meetings and taking minutes.
- Provides financial support and procurement advice, monitors forecast documents. Develops, maintains, and updates various databases to ensure easy and reliable access to information.
- Develops, administers and coordinates systems for recording and tracking ministerial briefings; monitors incoming/outgoing letters, issues briefing notes, determining and coordinating action items for follow-up, monitoring for compliance with deadlines and conducts information gathering for media issues, initiatives and briefing notes.
- Liaises with staff and other government departments (federal, provincial and municipal) as well as external agencies, boards and associations.

**Qualifications and Experience**:
Exceptional interpersonal skills and proven ability to communicate effectively within a diverse, client-focused setting is a must.

Key for success in this role is the capacity for decisive action, attention to detail and the ability to organize and manage a heavy workload.

A shared passion for and knowledge of Nova Scotia’s culture and heritage will be considered an asset.

Knowledge of emergency management processes and best practices in conjunction with recent relevant experience would be an asset in this position.

Leadership competencies required at this level of work are: Analytical Thinking, Adaptability and Flexibility, Attention to Detail, Outcome Focus, Effective Interactive Communication, Teamwork and Collaboration, and Intercultural and Diversity Proficiency.

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**:
An equivalent combination of relevant training and experience will be considered. Related equivalencies include, but are not limited to:

- A completed related bachelors degree plus two (2) years of related experience
- 6 years of related experience

**Benefits**:
We offer you 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.

**Working Conditions**:
Most of your time is spent in a comfortable office setting. Your normal work week is 35 hours/week, 7 hours/day.

**Additional Information**:
**The incumbent will be required to work overtime on short notice, under stressful conditions, for unknown periods in NSEMO’s Provincial Coordination Centre (PCC).**

**Conditions of Employment**
- Valid driver's license;
- Willingness to be on a “standby” schedule and report to work on short notice; and
- Willingness and ability to work overtime on holidays, evenings, and weekends.

**What We Offer**:

- Career Development where yo

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