Employer: NOVA SCOTIA BARRISTERS’ SOCIETY (NSBS)
Position: Executive Assistant – Equity & Access Department
Position Type: Full-time – Permanent
Salary Range: $56,666 – $67,460 (annually)
Job Location: Halifax, NS
About Us
As the regulator of Nova Scotia’s legal profession, the Nova Scotia Barristers’ Society exists to uphold and protect the public interest in the practice of law. The Nova Scotia Barristers’ Society oversees clerks’ and lawyers’ accreditation with their admissions and licensing process, establishes ethical standards, ensures the professional responsibility of lawyers, and strives to improve the administration of justice. The Society proactively works to create a legal profession that broadly reflects the diverse public it serves.
The Equity & Access Office plays a vital role in advancing the Society’s public interest mandate and supports key initiatives, including implementation of the Regaining Trust: The Ruck Report recommendations. The office also provides support to Equity Committees and the Ruck Implementation Taskforce, working collaboratively with members, volunteers, staff, and community partners.
Position Overview
The Executive Assistant provides a broad range of executive-level administrative and operational support to the Director of Equity & Access and the Equity & Access Office. Anticipating departmental needs and facilitating the effective and efficient operation of the office, the Executive Assistant coordinates and delivers timely administrative services that support the department’s work in advancing equity, diversity, inclusion, accessibility, reconciliation, and public confidence in the legal profession. This role is ideal for a highly organized, proactive, and detail-oriented administrative professional with progressive senior-level experience who is committed to supporting meaningful organizational initiatives and contributing to the work of the Society as required.
Key Responsibilities
Executive & Administrative Support
- Coordinate the day-to-day administrative operations of the Equity & Access Office.
- Manage departmental correspondence, including the general inbox and routine inquiries.
- Maintain calendars, schedules, travel arrangements, and related administrative processes for the Director and Office.
- Track departmental priorities, deadlines, meetings, and key dates.
- Prepare, edit, and format correspondence, reports, presentations, briefing notes, and other documents.
- Maintain accurate records, filing systems, databases, contact lists, and distribution lists.
Committee & Governance Support
- Provide administrative support to Equity Committees, the Ruck Implementation Taskforce, and other assigned committees or working groups.
- Coordinate meeting schedules, agendas, materials, and logistics.
- Attend meetings, prepare accurate meeting minutes, and monitor follow-up actions and commitments.
- Liaise with committee members, volunteers, internal staff, and external stakeholders to support committee activities and governance processes.
Event & Project Coordination
- Support the planning and execution of events, consultations, workshops, and community engagement activities.
- Coordinate logistics including venue bookings, registrations, invitations, catering, technology, and on-site support.
- Conduct preliminary research, environmental scans, and information gathering to support reporting, policy development, and departmental initiatives.
- Assist with special projects and strategic priorities as assigned.
What we are looking for:
- Post-secondary diploma or degree in Office Administration, Business Administration, Communications, Social Sciences, or a related field, or an equivalent combination of education and experience.
- Minimum three (3) years of progressive administrative support experience, preferably supporting senior leaders, executives, boards, committees, or governance bodies.
- Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint, with experience using records management, document management, and database systems.
- Exceptional organizational, time-management, and prioritization skills, with the ability to manage competing deadlines and multiple priorities effectively.
- Strong written, verbal, and interpersonal communication skills, with the ability to build and maintain productive relationships with diverse stakeholders.
- Demonstrated professionalism, discretion, sound judgment, attention to detail, and commitment to confidentiality.
- Proven ability to work independently and collaboratively in a team environment.
- Experience preparing meeting minutes and supporting governance processes.
Assets
- Experience working in a legal, regulatory, public sector, or not-for-profit environment.
- Training or experience as a paralegal, legal assistant, or equivalent.
- Research and data analysis experience.
- Knowledge of equity, diversity, inclusion, accessibility, reconciliation, human rights, social justice, or the legal profession.
What’s in it for you:
We offer a competitive salary based on qualifications and experience, a comprehensive health benefits package, a defined benefit pension plan and flexible work options.
NSBS is committed to fostering an inclusive and equitable workplace that starts with our selection process. We welcome applications from individuals who identify as Black, Indigenous, or racialized; members of the 2SLGBTQIA+ community; newcomers to Canada; and people with disabilities. Our goal is to create opportunities for individuals from groups that have historically faced barriers to participation. If you identify with one or more of these equity-deserving groups, we invite you to share this information in your application and to include your pronouns if you feel comfortable doing so. We are also dedicated to accommodating individuals experiencing disabilities at any stage of the selection process. If you require accommodations, please let us know, and we will work with you to address your needs.
If you are interested in this exciting career opportunity, please submit your application in confidence (including resume and cover letter) to us via email at hr@nsbs.org.
This posting will remain open until the position is filled. We thank all applicants for their interest, however only those considered for an interview will be contacted.