Job Description

Competition # : 41697

Department: Labour, Skills and Immigration

Location: HALIFAX

Type of Employment: Permanent

Union Status: Exclusion - Non Union - NSPG

Closing Date: 16-Feb-24 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Nova Scotia Apprenticeship Agency is an industry-led and industry-driven Agency. Our mandate is to steward and operate a relevant, accessible and responsive industry-led trades training and certification system, and improving access to, and participation in, the system by Aboriginal persons, African Nova Scotians, differently-abled persons, immigrants, women and members of other under-represented groups.

If you are searching for a rewarding career where you will have a positive impact on the direction of apprenticeship in Nova Scotians, look no further. We have an exciting opportunity for you to explore at the Apprenticeship Agency.

If you are detail oriented, and want to join a dynamic organization, we have an exciting opportunity for you to explore as an Executive Assistant to the Chief Executive Officer.

About Our Opportunity

As the Executive Assistant, you will work under general direction of the Chief Executive Officer (CEO), providing executive level administrative support, ensuring the effective and efficient flow of information and quality control for a large volume of inquiries (including Ministerial), and providing quality assurance of documents. You will act as a primary contact for the office, liaising with senior officials in other government departments, industry, and the public; coordinate the daily operation of the CEO\'s Office including, maintaining the CEO\'s schedule; assessing and assigning priority to mail and inquiries and routing as appropriate; and bringing all urgent matters forward. You will liaise with the Office of the Deputy Minister and Executive Leadership Team. You will be responsible for secretariat and logistics coordination functions to the NSAA Board, including correspondence to Board members. As secretary to the Board, you will oversee the coordination of meeting logistics, agendas, meeting package creation and recording of meeting minutes and other Board duties as assigned. .

As the Executive Assistant, you will report to the Chief Executive Officer (CEO) and provide support to the CEO and the Board of the Nova Scotia Apprenticeship Agency.

Primary Accountabilities

The Executive Assistant primary duties include providing the following support to the CEO and Board.

• Compose and prepare correspondence
• Manage and maintain schedule, logistics and correspondence with Board
• Schedule, coordinate and organize meetings and the associated logistics
• Coordinate and prepare presentations and documents
• Review and prepare meeting material according to the CEO\'s upcoming appointments
• Prepare meeting packages, including agendas, memos, background documents
• Arrange travel, accommodations, and prepare itineraries
• Submit invoices, maintain travel records, prepare expense claims and other financial statements for payment
• Maintain filing and retrieval systems.

Qualifications and Experience

This may be the right opportunity for you if you completed a 1-year business course with 4 years of related experience (including professional experience providing secretarial support for a Board of Directors); or an equivalent combination of training and experience.

You are resourceful, reliable and have a high degree of organizational skills, which are required to determine priorities with minimal supervision in a busy environment. You possess sound knowledge of office practices and procedures.

You have experience coordinating and overseeing the organization of a Board of Directors including logistics, meeting preparation, mapping out workback plans and capturing minutes.

You are an exceptional communicator (written and verbal) with strong time management skills. You have sound judgement and initiative, often working independently to resolve administrative issues, selecting alternative courses of action performing a wide range of complex secretarial and administration support. You are highly organized and efficient. You bring calm to the busy schedule of the CEO and Board. You will provide senior level support, undertaking more complex administrative assignments, including administrating the correspondence and corporate request functions for the Agency. A high degree of confidentiality, sensitivity and discretion is essential.

A comprehensive understanding of Agency functions would be an asset.

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

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

Benefits

The Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click to learn more about our various benefits offering and eligibility criteria.

Working Conditions

Majority of time will be spent in a comfortable office setting.

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

Pay Grade: EC 05

Salary Range: $1,874.72 - $2,343.39 Bi-Weekly

Employment Equity Statement:

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

Current government employees may access this posting through the link below:

PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.

Government of Nova Scotia