Executive Administrative Coordinator

Opportunity

As the Executive Administrative Coordinator, you will play a key role in the effective operation of the Office of Addictions and Mental Health, providing direct support to the Associate Deputy Minister and broader administrative and operational support across the Office. You will provide trusted executive-level administrative support while coordinating a broad range of activities, including scheduling, correspondence, briefings, financial administration, travel, meetings and special projects.

Working in a fast-paced and highly confidential environment, you will serve as a central point of contact for senior officials, employees, government partners, external organizations and members of the public. You will gather and assess information, anticipate priorities and use sound judgement to determine appropriate next steps.

This is an opportunity to contribute at a senior level, build strong relationships across government and help ensure the Associate Deputy Minister is well prepared and supported. You will also provide operational support to the offices of the Deputy Minister and Minister when required, helping to maintain seamless service during planned and unexpected absences.

Primary Accountabilities

As part of a collaborative team of administrative professionals, you will:

• Manage the day-to-day administration of the Associate Deputy Minister’s Office, balancing changing priorities and ensuring important requests and deadlines are addressed in coordination with the broader administrative team.
• Coordinate a complex electronic calendar, resolve scheduling conflicts and keep the Associate Deputy Minister informed of priorities, commitments and required follow-up.
• Review, prioritize and track correspondence, briefing materials, ministerial requests, Freedom of Information requests and other documents requiring executive review or approval.
• Draft correspondence, presentations and reports, and communicate on behalf of the Associate Deputy Minister when appropriate.
• Respond to inquiries from internal and external partners, research issues and determine the appropriate course of action or referral.
• Coordinate meetings, prepare agendas and materials, arrange briefings and record meeting notes when required, working closely with the Deputy Minister’s and Minister’s assistants and the Secretary 3 to support aligned, seamless service across the executive offices.
• Organize travel, accommodations, itineraries, expense claims and logistical arrangements for meetings and events.
• Monitor budgets and accounting transactions, process invoices and coordinate the purchase of office and technology-related supplies.
• Plan and coordinate events and special projects, monitor progress and ensure deliverables meet established policies and standards.
• Support recruitment, onboarding, employee-related administration, technology requests, distribution lists and signing authorities.
• Develop and maintain effective administrative procedures, records, reference materials and document-tracking systems in collaboration with the Manager of Corporate Operations and other administrative professionals.
• Provide backup support to the offices of the Deputy Minister and Minister, collaborate with their administrative staff to maintain continuity of service, and represent executive offices on departmental committees, as required.

Qualifications and Experience

• You are an experienced administrative professional who has supported senior leaders or worked in a complex office environment with competing demands. You bring demonstrated experience coordinating calendars, meetings, correspondence, travel, financial administration and confidential records.

• You are highly organized and able to manage several priorities while maintaining accuracy, confidentiality and attention to detail. You anticipate needs, identify urgent matters and use sound judgement to assess information, resolve problems and recommend appropriate next steps.

• Strong written and verbal communication skills are essential. You can prepare clear and professional correspondence, presentations, reports and briefing materials, and you are comfortable communicating with senior officials, employees, external partners and members of the public.

• You build collaborative working relationships and approach sensitive or challenging situations with professionalism, tact and diplomacy. You are adaptable, resourceful and comfortable responding to changing priorities and tight deadlines.

• You also have experience using office technology to coordinate work, maintain records and improve administrative processes. Knowledge of government processes, policies and procedures would be considered an asset.

• We will assess the qualifications above 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 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

This position works in a dynamic executive office environment with frequently changing priorities, competing deadlines and a high volume of confidential information. Success in the role requires exceptional organizational skills, sound judgement, adaptability and the ability to effectively manage multiple priorities while supporting senior leadership and responding to time-sensitive requests. Regular interaction with internal and external stakeholders requires professionalism, discretion and strong communication skills.

Additional Information

This is a TERM employment opportunity with an anticipated end date of October 31, 2028. The appointment status (‘term’, ‘temporary’ or ‘casual’) is dependent on the start date of the successful candidate.

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
• 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 re