Job Description

Competition: 39423

Salary: $57,503 - $70,573

Type: Full-Time Permanent (35 hours a week)

Benefits: Paid Holidays, Vacation, Sick/Family Leave, Health, Dental, and Defined Benefits Pension

Location: Halifax, Nova Scotia

Department: Cyber Security & Digital Solutions

Classification: EC 07

Apply By: August 28, 2023

ABOUT THE DEPARTMENT OF CYBER SECURITY AND DIGITAL SOLUTIONS (CSDS)

Welcome to the Department of Cyber Security and Digital Solutions (CSDS), the guiding force behind digital transformation within the Government of Nova Scotia. Formerly known as the Nova Scotia Digital Service (NSDS) within the Department of Service Nova Scotia and Internal Services (SNSIS), we have evolved into a standalone department with a focused mission.

At CSDS, we support government departments and partners in their digital transformation journeys. We don\'t just implement digital solutions; we navigate the complexities of digital transformation, modernizing outdated systems and ways of working. Our role is to ensure that digital services are user-centered, efficient, and make a real difference to Nova Scotians.

Our team is diverse and passionate, championing innovation and embracing the richness of multiple perspectives. We\'re not just an IT department; we\'re a community dedicated to enabling digital transformation and bolstering cybersecurity across the province.

Join us at CSDS as we shape the future of digital services in Nova Scotia, supporting our partners in their journey towards a digital future

The Role:

As the Executive Assistant to the Deputy Minister, you will be an integral part of a dynamic team shaping the future of digital services. This role goes beyond traditional administrative tasks; it\'s about leading and coordinating high-level functions, managing complex schedules, and being a strategic partner to the Deputy Minister. Your professionalism, attention to detail, and ability to adapt will be key as you navigate the public sector landscape.

If you\'re a creative problem-solver with exceptional organizational skills and a passion for excellence in client service, this opportunity offers a rewarding career path with countless possibilities for growth and impact.

Key Responsibilities

Managing Operations: Efficiently oversee the daily operations of the Deputy Minister\'s office, serving as a primary resource and liaison, ensuring smooth communication and coordination.

Strategic Coordination: Lead and coordinate high-level functions, including scheduling, correspondence, budgeting, invoicing, and event planning. Align activities with strategic objectives, ensuring timely execution and compliance.

Information Analysis: Gather, analyze, and track information relevant to the Deputy Minister\'s office. Assess options, make informed recommendations, and prepare reports and presentations as needed.

Stakeholder Engagement: Act as a primary contact for stakeholders both internally and externally. Maintain confidentiality and professionalism, fostering positive relationships with key partners.

Supporting Leadership: Provide comprehensive operational support to the Deputy Minister and Minister. Ensure seamless coverage during planned and unexpected absences, including urgent/emergent travel arrangements.

Event Planning and Execution: Plan, organize, and execute events or special projects as requested by the Deputy Minister or the department. Coordinate logistics, manage invitations, and oversee all aspects to ensure successful outcomes.

Office Management: Manage and control the Deputy Minister\'s electronic calendar, using sound judgment and strong negotiation skills. Maintain a bring-forward and tracking system, along with an organized filing system.

Financial Coordination: Monitor and adjust forecast documents for budget purposes. Order and receive goods, process invoices for payment, and ensure adherence to financial guidelines.

Human Resource Support: Assist with HR-related items such as the recruitment process, onboarding of new employees, and handling confidential documents regarding employee relations.

Backup Support: Provide backup support to the offices of other senior officials as required, ensuring continuity and efficiency.

How You Will Make an Impact

Your role is essential in supporting the Deputy Minister\'s office. With responsibilities ranging from scheduling to correspondence and budgeting, this position ensures that daily operations run smoothly. The role\'s impact is felt in the efficiency and responsiveness it brings, contributing to the overall effectiveness of the government\'s digital services.

Who You Are

You are a dedicated professional with a passion for administrative excellence. Your attention to detail, ability to manage multiple priorities, and commitment to confidentiality set you apart. With a high degree of professionalism and a client-centered approach, you understand the significance of your role within the government structure. You value diversity, inclusion, and equity, and are ready to contribute to a team that reflects the community it serves.

What You Bring to The Table

Qualifications and Experience: You have completed a 1-year business/administration course and have at least 3 years of related experience in a senior administrative capacity or an equivalent combination of training and experience. Prior experience in an executive support role is considered a strong asset.

Professionalism: A high degree of professionalism, tact, diplomacy, and a high level of confidentiality and sensitivity to the needs and requirements of senior officials. You understand the political and bureaucratic significance of issues and documents.

Understanding of Administrative Processes: Familiarity with standard administrative processes, procedures, and practices, with a willingness to learn and adapt to specific government protocols.

Problem-Solving and Analytical Skills: Ability to gather, analyze, and track information, assess options, and make recommendations where appropriate.

Commitment to Quality Service: Focus on delivering high-quality service through proficient, responsive, seamless, and effective processes, with an emphasis on client-centered approaches.

Technical Proficiency: Advanced computer skills using Microsoft Office 365 (Word, Excel, One Note, One Drive, SharePoint, etc.), and efficient office management practices.

Communication: Exceptional typing, proofreading, and grammar skills, with the ability to manage high volumes of work independently.

Client-Centered Approach: You establish and maintain an environment focused on consistent delivery of high-quality service, with attention to detail and accuracy in your work.

Adaptability: Demonstrated ability to adapt to changing demands, prioritize multiple priorities under simultaneously tight deadlines, and respond creatively to challenges.

We recognize that everyone brings different skills and experiences to the table.

If you don\'t \xe2\x80\x9ccheck all the boxes\xe2\x80\x9d, we encourage you to apply anyway and tell us why you\'re the right fit for the job.

We value diversity of thought and believe that the best teams are those that bring together people with a range of experiences and perspectives.

Benefits & Perks

Work-Life Balance: Maintain a healthy work-life balance with a 35-hour work week.

Generous Time Off: Enjoy all national/civic holidays, 18 sick days, and family leave provisions.

Employee and Family Support: Access our Employee and Family Assistance Programs for resources and guidance.

Cross-Sector Collaboration: Experience the power of collaboration as you engage with various government departments. Unlock a world of knowledge, expertise, and connections, contributing to the betterment of our province.

Lifelong Learning: Continuously expand your knowledge and skills through training and development programs.

Secure Your Future: Take advantage of our defined benefits pension plan for a stable retirement.

Flexible Work Arrangements: Accommodate your needs with various options for flexibility.

Support in Times of Need: Receive short- and long-term disability assistance when required.

Growth & Development: Open doors to professional growth within the CDSD and beyond. Explore diverse career paths in specialized areas such as digital service design, cybersecurity, enterprise risk, digital platform services, and mission IT.

Professional Advancement: Immerse yourself in the government landscape and discover endless opportunities for learning, advancement, and making a meaningful impact.

Join the Department of Cyber Security & Digital Solutions and experience the benefits of a fulfilling career, supported by comprehensive perks, career development opportunities, and a diverse range of paths to explore within our department and across the government.

Pay Grade: EC 07

Salary Range: $2,211.68 - $2,764.61 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.

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