Secretary 3 (Executive Administrative Assistant)

About Us

At the Department of Opportunities and Social Development (OSD), we are a large and diverse department providing a broad portfolio of programs and services including Child and Family Wellbeing (CFW), Employment Support Services (ESS), Income Assistance (IA), Homelessness and Supportive Housing, and Disability Support Program(DSP).

Through our services, we advocate and help vulnerable Nova Scotians be independent, self-reliant, and secure. We work collaboratively across the province with a strong dedicated network of supports and staff, to achieve desired and shared outcomes for all.

About Our Opportunity

As the Executive Assistant (Secretary 3), you'll be at the heart of our Strategic Operations and Innovations (SOI), providing high-level administrative support to the Executive Director and SOI team. From managing daily functions to coordinating financial processes, HR requirements, and procurement approvals, your work helps keep everything on track. You'll collaborate with senior government officials, streamline systems, and overall ensure that the division runs efficiently and effectively.

Primary Accountabilities

Your keen attention to detail and problem-solving skills will contribute directly to the success of the broader team. You'll play a crucial role in ensuring that documents, processes, and communications are accurate and professional. In addition, you will be responsibly for:

• Managing calendars, scheduling meetings, coordinating travel, and ensuring the efficient operation of office equipment and supplies. You will also prepare correspondence, reports, and presentations for leadership review.
• Directing inquiries, prioritizing urgent matters, and following up to ensure timely responses.
• Ensuring effective communication with senior officials, the Deputy Minister's office, and other partners.
• Supporting budget forecasting, tracking expenditures, processing invoices, and managing procurement activities.
• Developing tracking systems for performance management, projects and action items, and ministerial approvals.
• Maintaining personnel records, assisting with hiring processes.
• Leading administrative projects, identifying process improvements, and ensuring alignment with divisional goals.

Qualifications and Experience

Completion of a one-year business course combined with four (4) years of related administrative experience is required, or an equivalent combination of training and experience may be considered.

You must have:

• Experience providing senior-level administrative support, including managing calendars, coordinating meetings, and preparing correspondence.
• Strong organizational skills with the ability to prioritize multiple tasks
• Exceptional communication skills
• Strong problem-solving skills, sound judgment, and the ability to handle sensitive information with discretion and confidentiality.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and the ability to quickly learn new software and systems.
• Experience managing budgets, tracking expenditures, and processing financial transactions.
• Ability to work independently while also collaborating effectively as part of a team.

While not required, it is an asset if you have:

• Knowledge of SAP, procurement processes, and financial reconciliation.
• An understanding of government approval processes, including ministerial approvals and financial reporting requirements.

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

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Equivalencies include, but are not limited to:

• A completed related bachelor's degree and one (1) year of experience
• At least 5 years of total related experience providing administrative support.

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

Salary Information

CL 22 -

$1,934.21 - $2,139.34

Benefits

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs. For information on all our Benefit program offerings, click here: Benefits for government employees.

Working Conditions

You will be working within a high-paced, busy office environment with strict deadlines. Most of your time is spent in a comfortable office setting and on occasion may be required to work in the community when setting up meetings and information sessions. Your normal work week is 35 hours/week, 7 hours/day. You may be required to work overtime on occasion. Occasionally you may need to move or lift objects such as boxes, inventory, or files.

Additional Information

This is a TERM employment opportunity with an anticipated end date of April 1st, 2026. The appointment status ('term', 'temporary' or 'casual') is dependent on the start date of the successful candidate.

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