Administrative Assistant (Secretary 3)

The Government of Nova Scotia•Halifax, NS

2d•CA$53,936 - CA$67,340•Onsite

About The Position

As the Administrative Assistant to two Executive Directors, you provide a broad range of senior level administrative support. In this position, you deliver exceptional customer service while handling multiple files and managing time sensitive matters. Reporting to two Executive Directors, the Administrative Assistant provides a high level of comprehensive, confidential, administrative, and operational support services for our professional staff. This position supports continuous improvement and innovation priorities in our divisions with minimal supervision.

Requirements

One-year business course and a minimum of 4 years of secretarial/administrative experience.
Exceptional organizational and interpersonal skills to work with numerous staff as well as internal and external clients.
Adaptability and ability to prioritize to meet deadlines.
Effective initiative, judgment, and leadership skills.
Ability to work well independently with minimum supervision, while contributing effectively to an efficient team environment.
Strong communication skills, both written and verbal.
Proficiency in typing and proof-reading.
Comprehensive and demonstrable knowledge of computer applications such as MS Office (Outlook, Word, PowerPoint, and Excel), and filing/retrieval systems.
Ability to interpret and create key essential messages during meetings.
Tact, discretion, and respect while maintaining a high level of confidentiality, ensuring accuracy, timeliness, and appropriate management of information.
Maintaining current knowledge of available resources to provide quality information and support on programs and services.

Nice To Haves

An equivalent combination of training and experience may be considered.

Responsibilities

Manage the schedule of, and prepare correspondence and documentation for, two Executive Directors.
Manage all related ministerial correspondence.
Coordinate all divisional leadership and team meetings, including preparation and distribution of agenda and materials.
Respond to inquiries, as you prioritize incoming requests for action, and refer to others where appropriate.
Communicate the Executive Directors’ instructions to, and working with, Directors and staff to obtain information in a timely manner.
Monitor for compliance with deadlines and efficient reporting. Implementing a system to record and track incoming/outgoing office correspondence is another key responsibility.
Develop and maintain an efficient liaison with department staff, especially within the Branch/Divisions/Regions, Deputy Minister and Minister’s offices.
Attend highly confidential meetings, take notes, prepare and distribute minutes.
Provide quality support and information on programs and services.
Coordinate Human Resources, Financial, and Procurement processes within the divisions.
Financial responsibilities include, but not limited to: prepare monthly summaries of expenditures and verification and arrangement of payment of general office invoices; tracking/monitoring divisional budget forecasts and actuals; professional development/training fees and dues; monitoring procurement processes; less chargeables and recoveries.
Assist with and track special projects.
Provide research support.
Coordinate records management to ensure accessibility and up-to-date information including classification, organization, reporting (i.e. STAR/STOR), storage and retention, and destruction of files.
Provide general office support including maintain and distribute office supplies and purchase and maintain office equipment.