Senior Executive Administrative Coordinator

About Us

A strong public service is made up of engaged, progressive, inspired and committed employees. We are looking for a Senior Executive Administrative Coordinator who will provide quality administrative support to the office of the Minister, Deputy Minister, and Associate Deputy Minister. This role is an important colleague in the department’s senior management, will participate fully as a team member supporting the executive, and will contribute to a positive work environment.

If you inspire trust and confidence, and know how to exercise sound judgement, diplomacy and have superior time management and organizational skills, this opportunity might be just what you are looking for!

About Our Opportunity

As the Senior Executive Administrative Coordinator, you will provide executive level administrative support and are responsible for the effective and efficient administrative management in the Office of the Minister, Deputy Minister, and Associate Deputy Minister of the Department of Environment and Climate Change. The Senior Executive Administrative Coordinator provides day to day support for the Associate Deputy Minister. You will also provide frequent support to the Deputy Minister and Minister to ensure seamless coverage during periods of planned and unexpected absence. You will lead and coordinate a broad range of functions including scheduling, liaising with divisions, departments and senior officials to plan and coordinate activities in support of the Office. You will also be responsible for managing the corporate executive correspondence system and coordinating all incoming and outgoing correspondence, including routing of response requests within the department and ensuring their timely completion.

Primary Accountabilities

In this role, you will be action oriented and demonstrate leadership, interpersonal skills, independent judgement, and decision-making in supporting the operations within the Deputy Ministers Office.

• Manage efficiently and effectively the daily operations for the Associate Deputy Minister and as needed the Deputy Minister and Minister
• Manage, coordinate and control the Associate Deputy Minister’s electronic calendar using sound judgement and initiative.
• Manage and track all incoming and outgoing correspondence to the Office of the Minister, Deputy Minister and Associate Deputy Minister by coordinating the overall response including recording, routing, tracking, following up on outstanding issues, and preparing the correspondence for signature, issuance and filing.
• Liaise with and provide training to the administrative team across the department to ensure that protocols and processes and required content for departmental correspondence are understood and adhered to.
• Manage the timely processing of access and privacy request pertaining to the Associate Deputy Minister, Deputy Minister and Minister.
• Provide backup support for the Deputy Minister and Minister
• Other administrative duties as identified from time to time.

Qualifications and Experience

The successful candidate will have:

• Completion of a recognized office administration program and several years of experience in senior administrative positions of responsibility.
• Excellent judgement and ability to prioritize multiple priorities under deadlines are required. The successful applicant will possess strong teamwork and collaboration skills as part of an integrated correspondence and information. You value diversity and inclusion and demonstrate the ability to effectively build and and maintain strong collaborative relationships with key stakeholders (internal and external).
• Excellent communication skills are necessary. Must have a high degree of professionalism, tact, diplomacy and consistently exercise discretion and confidentiality in managing correspondence and information. Successful applicants must maintain composure in stressful situations. Strong attention to detail is critical in this role. Must understand the political and bureaucratic significance of issues and documents dealt with by the department and exercise sound judgement in alerting senior staff to critical information.
• You value excellence in client-service, have demonstrated problem solving skills and enjoy working with people. You work well independently and in team environments, you apply the concepts of equity, diversity, and inclusive practice to all areas of your work.
• Proficiency with MS Office, Outlook, and virtual meeting logistics is required.

Equivalency

An equivalent combination of training, education and experience will be considered. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

Based on the employment status, 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.

Work Conditions

• Normal work week is 35 hours/week, 7 hours/day.
• This position is expected to work from the office 5 days per week - No opportunity for hybrid or remote work
• May be required to work overtime on occasion.
• Majority of time is spent in a comfortable office setting with frequent opportunity to move about.
• High concentration of visual demands for proof reading and entering data into a computer database, giving close attention to detail.
• Pressures to meet deadlines with attention to accuracy.

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, we have forward-thinking policies and strategies