Coordinator Administrative and Support Services

Competition # : 50422

Department: Executive Council

Location: HALIFAX

Type of Employment: Permanent

Union Status: Exclusion - Non Union - NSPG

Closing Date: 23-Nov-26 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Executive Council Office (ECO) provides central leadership to achieve government priorities and supports the Premier, Executive Council (Cabinet) and its Committees in decision-making and strategic priority setting through policy, legal, communications, and labour relations advice.

Within ECO, the Communications Division brings together integrated marketing, digital strategy, creative services, research, issues management, and rapid response to support government's priorities. You would be part of the team that keeps that work running smoothly.

About Our Opportunity

As the Coordinator Administrative and Support Services, you will act as the executive and operations coordinator for ECO's communications leadership team. Reporting to the Senior Executive Director of Integrated Marketing and Digital Strategy, you will also support the Senior Executive Director of Strategy, Issues Management & Rapid Response, and their teams. Working collaboratively across ECO, you will lead a broad range of activities and services, including budget and financial management, support for HR processes (hiring and recruitment, and operations), tracking of program and project files and decision support, scheduling support, facilities management, procurement and asset management, coordination of meetings and briefings, and information management.

You will work in a fast-paced environment and closely with ECO's Corporate Services division to deliver consistent administrative processes across divisions.

In a typical week, you might manage calendars and prepare briefing materials for two Senior Executive Directors, process invoices and track budget activity, work with Corporate Services on hiring, onboarding and procurement, and keep projects and deliverables moving. No two weeks look exactly alike, so being organized and able to shift priorities quickly is a big part of the job.

Primary Accountabilities

In this role, you will:

• Provide a broad range of administrative, operational and financial support, and senior-level administrative services, to the Senior Executive Directors and their teams to ensure efficient day-to-day operations of the office.

• Work with the Corporate Services team to manage financial resources and other administrative responsibilities, including maintaining office inventories, procuring goods and services, processing invoices, and coordinating telecom services and equipment maintenance, subcontractor and supplier activities, and construction, renovations and alternative procurements.

• Oversee scheduling and calendar management for two Senior Executive Directors, including researching and compiling background information for meetings, making travel arrangements, drafting and tracking correspondence, and compiling confidential and time-sensitive materials.

• Support human resources administration by assisting with recruitment, training, development and mentoring, and tracking HR information.

• Review project documentation to ensure all required deliverables meet policies and standards, and track and report on the status of projects and portfolios.

• Work with the Corporate Services division to coordinate onboarding and offboarding of employees and manage the acquisition, maintenance and disposal of physical assets, computer technology, licence requirements, and all telecommunications equipment.

• Support and coordinate projects and help develop other plans and projects undertaken under the direction of the division's Executive Directors.

Qualifications and Experience

Completion of a recognized office administration program and several years of experience in senior administrative positions with progressive levels of responsibility.

Good judgement and the ability to manage competing priorities under tight deadlines are required. The successful applicant will have strong teamwork and collaboration skills as part of an integrated administration team, along with leadership, interpersonal, and independent decision-making skills.

Excellent communication skills are necessary to liaise with internal and external stakeholders and the public. You must have a high degree of professionalism, tact and diplomacy, and consistently exercise discretion and confidentiality in managing correspondence and information. You must also maintain composure in stressful situations.

Strong attention to detail is critical in this role, with a particular focus on proofreading, punctuation and grammar. You must understand the issues, documents and processes managed by ECO’s communications staff and exercise sound judgement in bringing significant items forward to leadership. Proficiency with MS Office and Outlook (or a similar email system) is required.

The leadership competencies required at this level of work are: Analytical Thinking, Adaptability and Flexibility, Attention to Detail, Outcome Focus, Effective Interactive Communication, Teamwork and Collaboration, 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

An equivalent combination of training, education and experience will be considered. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Equivalencies that may be considered include, but are not limited to, several years of progressive experience in an administrative role leading to the support of senior officials.

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 here: Benefits for government employees.

Working Conditions

• The normal work week is 35 hours (7 hours per day).
• Most time is spent in a comfortable office setting with frequent opportunity to move about.
• High concentration of visual demands for proofreading and entering data into a computer database.
• Expectation to meet deadlines while maintaining accuracy.

What We Offer

• Career development, with access to career guidance, tools, resources, and ongoing training for every stage of your career.
• An engaging workplace where our employees feel valued, respected, and connected, supported by forward-thinking policies and strategies.
• Countless career paths across the Government of Nova Scotia.
• A dynamic, client-focused office environment where service excellence and teamwork are our focus.

Pay Grade: EC 06

Salary Range: $2,217.93 - $2,772.41 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, Persons of African Descent, Racialized Persons, Persons with Disabilities, 2SLGBTQIA+ Persons 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.

Accommodation Statement: We are committed to providing an inclusive and accessible recruitment process. Candidates may request accommodations based on any grounds protected by the Human Rights Act. If you require an accommodation throughout the recruitment process, please contact us at competitions@novascotia.ca.

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.

If you are receiving a pension from the Nova Scotia Public Service Superannuation Plan (PSSP) or any related plans, you cannot receive pension payments while contributing to the same plan. If you accept a position that requires PSSP contributions, your pension payments must be stopped. Please contact the Nova Scotia Pension Services Corporation for more 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. Where required, candidates must provide proof that they are legally entitled to work in Canada. 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.