Executive Assistant and Briefing Coordinator

3 weeks ago

Halifax, Nova Scotia, Canada The Government of Nova Scotia Full time
About Our Opportunity

We are 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, and tracking work assignments, as well as providing services that require a high degree of confidentiality, discretion, and independence.

This role involves coordinating prep for weekly Minister and Deputy Minister briefings, as well as serving as the primary backup to the Department's Correspondence Coordinator/Clerk. You will also provide operational and administrative support to the Policy and Planning team, including tracking and organizing agendas and materials, preparing reports and documents, and coordinating internal and external stakeholder meetings.

Primary Accountabilities
  • Manage the daily operations of the office of the Senior Executive Director, working 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, using spreadsheets, databases, and graphics.
  • Develop website communications for the Department's internal SharePoint site (LSI Connected).
  • Act as an administrative liaison with other offices, 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, as well as 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.
  • Primary backup to the Correspondence Coordinator/Clerk responsible for correspondence and Freedom of Information and Protection of Privacy.
Qualifications and Experience

This role may be the right opportunity for you if you have completed a 1-year business/administration course, plus have 3 years of 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, as well as other departments and agencies of the Nova Scotia Government. Daily contact and teamwork with Associate Deputy Minister, Deputy Minister, and Minister office staff, as well as management staff who report to the Senior Executive Director, to assist in the resolution of inquiries, complaints, correspondence, and requests for information.

You will have a high degree of professionalism, tact, and a high level of confidentiality and sensitivity to the needs and requirements of senior staff. You will have a good knowledge of government processes, procedures, and practices.

Attention to detail and a high level of accuracy in your work is essential, as well as exceptional typing, proofreading, and grammar skills. Essential skills include advanced computer skills using Microsoft Office (Word, PowerPoint, Outlook, and Excel) and efficient office management practices.

You will value excellence in client-service, be creative, and have demonstrated problem-solving ability and enjoy working with people.

Benefits

The Government of Nova Scotia offers its employees a wide range of benefits, including a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation, and Employee and Family Assistance Programs.

Working Conditions

Most of your time will be spent in a comfortable office setting.

You may occasionally be required to move or lift light objects such as office supplies, equipment, files, and file boxes.

What We Offer
  • Career development, with access to career guidance, tools, resources, and ongoing training for every stage of your career.
  • An engaging workplace, where employees feel valued, respected, connected, and tuned in, with 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.

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