Executive Assistant and Briefing Coordinator

4 weeks ago

Halifax, Nova Scotia, Canada The Government of Nova Scotia Full time

About Our Opportunity

The Government of Nova Scotia is seeking a highly skilled and experienced Executive Assistant and Briefing Coordinator to join our team in the Corporate Policy and Services Branch. As a key member of our team, you will provide complex administrative support and office management duties, including organizing, prioritizing, tracking, and assigning work to other branch administrative staff. You will also provide services that require a high degree of confidentiality, discretion, independence, and considerable initiative and judgment.

Primary Accountabilities

  • Manage the daily operations of the office of the Senior Executive Director and work closely with the Manager, Corporate Branch Operations.
  • Assess and assign priority to the Senior Executive Director's mail and e-mail, redirecting and/or answering as appropriate.
  • Manage the Senior Executive Director's electronic calendar using sound judgment.
  • Compose and format correspondence, reports, legal documents, and organizational charts.
  • Coordinate, research, compile, summarize, and consolidate information into various databases, narrative reports, and presentation forms.
  • Develop website communications for the Department's internal SharePoint site.
  • Act as an administrative liaison with other offices and coordinate and expedite divisional workflow between the Senior Executive Director's office and across the divisions and branches.
  • Maintain a bring forward and tracking system, along with a filing system.
  • Provide administrative and logistical support for meetings, manage facility/space arrangement, travel, catering, and serve as the first point of contact.
  • Organize agendas and materials for Executive Leadership Team meetings.
  • Coordinate prep for weekly Minister and Deputy Minister briefings, prepare and manage agendas, maintain distribution lists, track Minister meetings and cabinet submissions, create physical and digital briefing packages.
  • Order and receive goods and process invoices for payment.
  • Be the primary back-up to the Correspondence Coordinator/Clerk responsible for correspondence and Freedom of Information and Protection of Privacy.

Qualifications and Experience

This may be the right opportunity for you if you have completed a 1-year business/administration course plus have 3 years related experience in an administrative capacity or the equivalent combination of training and experience. You will have regular contact with senior management and staff of the Department, and other departments and agencies of the Nova Scotia Government. Daily contact and teamwork with Associate Deputy Minister, Deputy Minister, and Minister office staff, and management staff who report to the Senior Executive Director to assist in the resolution of inquiries, complaints, correspondence, and requests for information.

What We Offer

  • Career development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
  • Engaging workplace: our employees feel valued, respected, connected, and tuned in, we have forward-thinking policies and strategies.
  • Countless career paths.
  • A dynamic, client-focused office environment where service excellence and teamwork are our focus.

Pay Grade: EC 05

Salary Range: $1,940.61 - $2,425.76 Bi-Weekly

Employment Equity Statement:

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities, and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

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