Job Description

Job Posting
Halifax Regional Municipality is inviting applications for the Permanent, Full-time position of Administrative Assistant lll in the Executive Director's Office, Halifax Transit.
Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.
Under the general direction of the Executive Director, the Administrative Assistant is responsible for providing senior confidential administrative services to the Executive Director. The Administrative Assistant is a highly organized team player with the ability to work in a fast-paced environment. A high degree of initiative, confidentiality, problem solving, analytical thinking and an ability to meet tight deadlines with ever changing priorities is required.
DUTIES AND RESPONSIBILITIES:
Administrative:

• Provides administrative support to the Executive Director by managing inquiries, appointments, correspondence, and electronic communication, ensuring proper follow up, so deadlines on various projects are met;
• Provides administrative support, with respect to projects, research, and development of policies and procedures;
• Plays a key role in researching and preparing documents, reports and presentations for Regional Council, special projects and new program initiatives.
• Drafts and proofs administrative and personnel correspondence;
• Maintain confidentiality of information;
• Establishes, maintains and manages an effective records management system for administrative files and computerized filing system. (E.g. Confidential labour relations files, personnel files, attendance statistics, recruitment & selection processes, etc.);
• Establish and maintain consistent administrative procedures and communication protocols for correspondence, emails, records systems, travel arrangements, etc.;
• Coordinates assignment of projects and work activities as directed by the Director;
• Prepare, receive, track and file correspondence concerning staff grievances, disciplinary actions and performance management;
• Performs other administrative duties or projects as assigned.

Customer Service / Communication:

• Evaluates internal and external stakeholder inquiries directed to the Executive Director determining an appropriate response, taking into account the needs for confidentiality, tact and responsiveness;
• Responds to external customer inquiries in a professional, customer-focused manner and ensures proper follow up;
• Directs communication and information flow within Halifax Transit.

Meeting Support:

• Participates in various meetings with Executive Director, Managers and Supervisory staff;
• Prepares background material and agendas for meetings, as well as booking facilities, coordinating meeting logistics and recording minutes;
• Maintains a 'bring forward' system and pursues action items with staff to ensure there is adequate follow-up;
• Ensures approved minutes are promptly available, both electronically and in hard copy;
• Participates on committee work as required.

Financial:

• Responsible for preparing, monitoring HR data for the division's management staff in a timely and accurate manner;
• Provide administrative assistance re: budget preparation, management, etc.;
• Organize all travel arrangements for the Executive Director, according to HR policies.

QUALIFICATIONS:
Education & Experience:

• Grade 12 (or equivalent) and certificate in business training from a recognized educational institution;
• Three (3) years of related experience at the senior administrative level;
• Experience and knowledge of Halifax Transit and/or municipal government considered an asset;
• Equivalent combination of education and experience may also be considered.

Technical / Job Specific Knowledge and Abilities:

• Strong time management skills and ability to work well under pressure;
• Effective written and oral communication skills;
• Strong interpersonal skills and the ability to work positively with others in a team environment;
• Analytical and problem solving skills;
• Above average attention to details and high level of accuracy;
• Proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook), Report Centre;
• Proficient typing skills;
• Knowledge of current and effective office systems, and procedures, Information Management and Human Resource systems;
• Excellent organizational skills with proven ability to prioritize competing priorities and to thrive in ambiguous situations.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.
Please note - Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates who are selected for testing may be tested in a group setting, scheduled at the employer's discretion.
COMPETENCIES: Analytical Thinking; Communication; Customer Service; Decision Making; Managing Change; Organization/Planning; Teamwork and Cooperation; Values and Ethics; Values Diversity.
WORK STATUS: Permanent, Full-time.
HOURS OF WORK: Monday to Friday, 8:00 a.m. to 4:00 p.m., for 35 hours per week.
SALARY: Non-Union Level 4, $56,770 - $73,470. Salary will be determined based on relevant experience and qualifications related to the specified pay band and job. Placement above the midpoint of the pay band is typically reserved for candidates who significantly exceed the minimum qualifications, such as those with exceptional experience, specialized skills, or demonstrated achievements relevant to the role. This ensures fair and consistent compensation practices across the organization.
WORK LOCATION: TD Building (1791 Barrington Street, Halifax NS)
CLOSING DATE: Applications will be received up to 11:59 pm on Wednesday, October 15, 2025.
Please note: We thank all applicants for their interest in this position. Only those applicants selected for an interview/testing will be contacted.
To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.
During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link;
(position # 72281404)

Skills Required