Executive Assistant (Designated)

Executive Assistant (Designated)

Competition # : 42794

Department: Justice

Location: HALIFAX

Type of Employment: Permanent

Union Status: Exclusion – Non Union – NSPG

Closing Date: 22-May-24 (Applications are accepted until 11:59 PM Atlantic Time)

Designation Status

Please note that this is a designated position for candidates who identify as either: Indigenous, or African Nova Scotian and/or racially visible persons.

About Us

The Legal Services Division of the Department of Justice is the government’s law office, responsible for the provision of all legal services (excluding prosecutions) to the Province of Nova Scotia. The lawyers in the Legal Services Division provide legal advice and services on a broad range of matters to the Government and many of its agencies, boards and commissions. The Legal Services Division consists of Solicitor Services, Litigation Services, Family Services and the Registry of Regulations. For more information on the Department of Justice Legal Services, please visit our website: https://novascotia.ca/just/Legal_Services/

About Our Opportunity

As the Executive Assistant, you perform a wide range of complex secretarial and administrative support duties within the Legal Services Division. You provide senior level administrative support, which includes completing complex administrative assignments, co-ordinating the work of less senior clerks, and communicating with Senior Management and staff of various departments. Reporting to the Executive Director, this position may have some supervisory responsibility.

Primary Accountabilities

Provides secretarial and office duties for the Executive Director. This includes drafting complex correspondence, memos, and reports and communicating (on behalf of the Executive Director) with staff and Management within various divisions/departments.

Manages and coordinates the day-to-day operations of the Executive Director’s office. This includes organizing and managing the Executive Director’s schedule, coordinating resources, reviewing priorities, and briefing the Executive Director in preparation for meetings.

Serves as the main point of contact for a large volume of inquiries (including ministerial and public), while providing quality assurance of documents. This includes developing and administering systems for recording ministerial briefings. This also includes monitoring incoming/outgoing correspondence, determining and coordinating action items for follow-up, monitoring deadlines.

Reviews and monitors the Executive Director’s mail, composes responses and/or initiatives requiring action, and researches, summarizes, and consolidates information into various databases, narrative reports and presentation forms (using spreadsheets, databases and graphics).

Serves as the senior administrative support. This includes resolving administrative issues, as well as leading the support team in implementing administrative process improvement initiatives. This also includes monitoring forecast documents, as well as updating various databases to ensure easy and reliable access to information.

Supervises, Mentors, and provides direction to junior clerical staff on administrative related corporate requirements and standard practices.

Qualifications and Experience

To be considered for this opportunity, you have completed a one-year course in a related area, and have several years of executive level administrative experience.

You are a self-motivated, resourceful, and proactive individual who works well autonomously, while collaborating in a team environment. You possess excellent interpersonal skills, and communication skills, both written and verbal. With a keen attention to detail, you are effective at managing multiple priorities, meeting deadlines, and managing client inquiries. You possess sound judgement, and exercise discretion while being privy to a wide range of confidential information.

In addition, you have experience in calendar management including scheduling and organizing appointments. Proficiency in Microsoft applications (Word, Excel, Outlook, Sharepoint) is also critical. You have experience tracking, composing, and editing correspondence and have experience maintaining electronic files.

Experience working in a legal environment would be considered an asset.

Competencies required for this position include; Analytical Thinking, Adaptability and Flexibility, Attention to Detail, Client Orientation, Effective Interactive Communication, Initiative, and Intercultural and Diversity Proficiency.

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

Based on the employment status, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs. For information on all our Benefit program offerings, click the link on our website: Benefits for government employees.

Working Conditions

Normal work week is 35 hours/week, 7 hours/day. May be required to work overtime on occasion.

Additional Information

This is a permanent full-time vacancy based in Halifax. As indicated above, this is a designated position for candidates who identify as either Indigenous, or African Nova Scotian and/or other racially visible persons.

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, including Earned Days Off and Remote Work options

Pay Grade: EC 05

Salary Range: $1,940.61 – $2,425.76 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.

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.

Link to Job Posting: https://jobs.novascotia.ca/job-invite/42794/

Job Deadline/Expiry Date: 05/22/2024