Executive Assistant (Secretary 3)

Location

Halifax, NS | Canada

Job description

Competition # : 42195 

Department: Fisheries and Aquaculture

Location: HALIFAX

Type of Employment: Permanent

Union Status: Exclusion - Non Union - NSPG  

Closing Date: 21-Mar-24 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

Did you know that the seafood industry is our province’s largest exporter and puts Nova Scotia as the top seafood exporter in Canada?  Our fisheries, seafood processing, aquaculture and sportfishing sectors play important roles in Nova Scotia’s economy and our rural communities.

The Department of Fisheries and Aquaculture develops, promotes and supports fishing, aquaculture, seafood processing, and sportfishing in Nova Scotia with the vision to be a global leader for the benefit of all Nova Scotians. You can learn more about the Department of Fisheries and Aquaculture here: Department of Fisheries and Aquaculture (novascotia.ca)

The Department has three branches (two operational and one policy / marketing) that carry-out  the policy development, market development,  regulatory oversight, industry development and frontline service delivery to our aquaculture, seafood and sportfishing clients. Staff for the branches are located throughout the province. We are filling a permanent administrative professional position(s) that will support the Executive Directors. If you would like to join a small, dynamic and fun department we want to hear from you!

About Our Opportunity

Under minimal direction of the Executive Director (ED), you will provide comprehensive, high-level secretarial, administrative, clerical and liaison services and support to the office of EDs and act as an administrative resource and leader for the Divisional administrative professionals within the department. You will play a key role in helping facilitate the effective and efficient functioning of the operations of these teams. 

Primary Accountabilities

In this role you provide administrative and secretarial support include researching and compiling suitable background information for meetings; you will also:

• Provides routine and non-routine secretarial and office duties for the Executive Director including complex correspondence, memos, reports, etc. Communicates Executive Director's instructions or desires to various individuals and/or units and provides and obtains information from other managers.

• Managing the day-to-day operations of the offices, including the EDs’ schedules, coordinating resources, preparation for meetings, recording minutes, planning events, and organizing travel. 

• Assessing issues, gauging urgencies, and reviewing priorities and previous commitments, including bringing urgent matters to attention of the EDs.

• Serves as main point of contact and quality control for a large volume of inquiries (including ministerial), providing quality assurance of documents. Develops, administer and coordinate systems for recording and tracking ministerial briefings; monitor incoming/outgoing letters, issues, briefing notes, determining, and coordinating action items for follow-up, monitoring for compliance with deadlines and conduct information gathering for media issues, initiatives and briefing notes.

• Preparing and coordinating all financial transactions and procurement processes.

• Supporting the EDs’ records management responsibilities.

• Providing administrative leadership divisional administrative professionals.

• Provide administrative support and backup to the offices of the Deputy Minister and Minister as required.
• Collaboration with other administrative professionals, support the efficient operation and management of the Department’s Halifax head office.

Qualifications and Experience

• This role requires one year secretarial/business administration diploma, and four years related experience, or an equivalent combination of training and experience may be acceptable.
• Must demonstrate superior communications skills, both verbal and written, with the ability to communicate effectively with all levels of government officials and the public, and ability to determine priority of various tasks with limited supervision.
• Proficiency with Microsoft Office’s suite of programs (Outlook, Word, PowerPoint and Excel), records management and database management are required.
• The position requires excellent attention to details, organizational and interpersonal skills, and a high degree of judgement and initiative in responding to matters as they arise.
• Previous experience working as a senior administrative professional in the Nova Scotia provincial government would be considered an asset.

Equivalency

An equivalent combination of training, education and experience will be considered. Equivalencies may include but are not limited to:

• Completion of a 2-year diploma and 3-years related experience
• Completion of a related Bachelors degree and 1-year of experience
• At least 5-years related experience.

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

Based on the employment status and Union agreement, 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 Family Assistance Programs. Click here to learn more about our various benefits offering and eligibility criteria. 

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. 
• Department Specific Flexible working schedules.

Pay Grade:EC 05 

Salary Range: $1,884.09 - $2,355.11 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.

Current government employees may access this posting through the link below:

PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information. 

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to [email protected].

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