Administrative Assistant; Secretary

Select how often (in days) to receive an alert:

Department: Opportunities and Social Development

Location: PORT HAWKESBURY

Type of Employment: Permanent

Union Status: NSGEU - NSPG

Closing Date:29-Sep-26 (Applications are accepted until 11:59 PM Atlantic Time)

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), Supportive Housing and Homelessness, and the 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.

As the Administrative Assistant, you play a vital role in ensuring our offices operate smoothly, efficiently, and responsively. You are a collaborative, adaptable professional who brings creativity, initiative, and sound judgment to your work. You thrive in a fast-paced environment, remain calm when priorities shift, and enjoy finding innovative ways to improve processes while supporting colleagues and delivering exceptional service to the public.

This is a varied role with competing, time-sensitive priorities. You will coordinate recruitment and employee administration, maintain records, process office expenses, support workplace safety activities, coordinate staff events, and help resolve day-to-day office and equipment needs.

In this role, you will help keep the offices organized and running smoothly. Your key responsibilities include:

• Providing day-to-day administrative support to the Regional Service Delivery Manager and, as needed, other leaders across the Region.
• Managing calendars, meetings, agendas, minutes, correspondence, reports and follow-up items.
• Preparing various confidential correspondence across our various programs
• Processing and tracking invoices, expenses and other operational costs.
• Responding to enquiries and connecting employees, candidates, service providers and members of the public with the appropriate contact.
• Coordinating recruitment activities, including scheduling interviews, communicating with candidates, preparing interview materials and maintaining hiring records.
• Coordinating office maintenance requests and helping address day-to-day facility needs.
• Distributing and tracking laptops, monitors and other equipment across both offices.
• Coordinating Freedom of Information and Protection of Privacy requests.
• Coordinating staff events such as training and engagement activities.
• Supporting administrative projects, candidate inventories and hiring processes across the Eastern Region.

You have completed a one-year program in business administration, office administration or a related field, plus at least three (3) years of related administrative support experience; or an equivalent combination of education, training and experience. You also demonstrate:

• experience coordinating detailed administrative work with multiple priorities and deadlines;
• experience creating, organizing and maintaining accurate electronic records, documents or tracking systems;
• experience handling confidential or sensitive information appropriately;
• experience using common office software for email, calendars, word processing and spreadsheets, such as Microsoft Outlook, Word and Excel, One Note, Teams or comparable applications;
• the ability to communicate information clearly and respectfully in writing, by telephone, virtually and in person;
• the ability to work independently on assigned…