Administrative Assistant; Secretary

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Union Status: Exclusion - Non Union - NSPG

Closing Date: 21-Jun-26 (Applications are accepted until 11:59 PM Atlantic Time)

At Service Nova Scotia, our team works together throughout the Province to build relationships with every citizen, business, and municipality in Nova Scotia by understanding evolving client needs and balancing these needs with the public good. We also provide the services, tools, and supports that enable other government departments and public sector entities to focus on providing quality services.

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.

We count on your expertise to ensure efficient operations of administrative support functions through effective office and operations management. Your key responsibilities will include:

• 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, prioritizing incoming requests for action, and refer to others where appropriate
• communicate the Executive Directors’ instructions to, and work 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:
  • 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
• 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

To be considered for this opportunity, you possess a one-year business course and a minimum of 4 years of secretarial/administrative experience. An equivalent combination of training and experience may be considered.

You have exceptional organizational and interpersonal skills to work with numerous staff as well as internal and external clients. In addition, you must be adaptable and have the ability to prioritize to meet deadlines. You also possess effective initiative, judgment, and leadership skills, and you have the ability to work well independently with minimum supervision, while contributing effectively to an efficient team environment.

Strong communication skills, both written and verbal, are mandatory to enable quality preparation of ministerial correspondence, documentation, and responses to inquiries. Proficiency in typing and proof‑reading is essential, as is a comprehensive and demonstratable knowledge of computer applications such as MS Office (Outlook, Word, PowerPoint, and Excel), and filing/retrieval systems. The…