Opportunities: Secretary 3 (Administrative Assistant)
Opportunities: Secretary 3 (Administrative Assistant)
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Job Description
Competition # :46324
Department:Communities Culture Tourism & Heritage
Location:HALIFAX
Type of Employment:Term
Union Status:NSGEU - NSPG
Closing Date:14-Jul-25(Applications are accepted until 11:59 PM Atlantic Time)
About Us
Nova Scotias culture and heritage contribute to vibrant communities and enrich the quality of life in every part of the province. The Department of Communities Culture and Heritage invites Nova Scotians to experience and participate in our rich cultural expression.
By exploring our past we appreciate where we came from. This enriches our lives today and gives us insight for times ahead. Through investing in our future we help realize the potential of our people and talents. We foster an environment that embraces ideas and innovation. Jobs are generated and our creative economy flourishes. Encouraging cultural expression brings life to our communities. We each contribute to the province we call home through distinct perspectives and traditions. Together our diversity defines the uniqueness of Nova Scotia.
About Our Opportunity
The Secretary III/Administrative Assistant provides effective efficient and confidential administrative support to the Executive Director and the Senior Management team (SMT) to ensure efficient office management. This involves the management of the Executive Director office including office administration and project management coordinating the day-to-day activities by liaising with the Offices of the Deputy and Minister senior management Nova Scotia Museum Board of Directors and representatives of other government departments as well as external agencies.
The position also acts as recording secretary to the Board of Governors and committee meetings of the board. This includes scheduling and coordinating meetings drafting agendas preparing meeting materials recording minutes and maintaining official copies of meeting logistics of off-site meetings will also be required.
Management of the office including ordering equipment and stocking all office supplies in accordance with procurement and accounting guidelines. In this position you will be responsible for the management of information as a key component of the position. As the Administrative assistant you contribute to the development of work standards; and improves processes to achieve these standards. Maintains filing and retrieval systems keeping manuals and reference material current. Responds promptly to incoming calls and inquiries in a professional and knowledgeable manner. Confidentiality discretion and a high level of professionalism is expected. As well this position play an important role in the employee engagement within the AML division and participates in related initiatives as time permits.
Composes/prepares correspondence and maintains an internal and external correspondence tracking log to ensure the timeframe is followed regarding Ministerial correspondence on behalf of the Executive Director. Assesses and assigns priority to the Executive Directors mail ministerial correspondence and e-mail redirecting and/or answering as appropriate. Identifies urgent items for the attention of Executive Director and others. Develops and prepares professional presentations and reports on behalf of Executive Director. Manages coordinates and controls the Executive Directors electronic calendar using sound judgement.
Primary Accountabilities
In this role you provide administrative and secretarial support include researching and compiling suitable background information for meetings; you will also:
- preparing and composing correspondence
- preparing meeting minutes and notes
- responding to inquiries
- composing confidential correspondence briefing materials presentations reports and spreadsheets
- organizing meetings and coordinate travel arrangements
- develop an effective system for tracking all incoming and outgoing documents status of requests and appropriate follow-up.
Qualifications and Experience
To be successful in the Secretary 3 Administrative Assistant position you will have completed a one (1) year business course plus four (4) years experience in a senior administrative capacity or an equivalent combination of training and experience will be considered.
You possess excellent interpersonal skills grammar proofreading and secretarial skills with exceptional organizational skills with the ability to manage competing priorities. Strong written and oral communication skills are key in this role. You have experience working with Boards of Directors and/or committees of Boards ensuring confidentiality is used when establishing and building relationships with a variety of internal and external clients including other levels of government and community agencies.
You have demonstrated proficiency in Microsoft Word applications (Word Excel Outlook) both hardware and software and experience with accounting and knowledge of STAR/STOR.
Assets for this position:
Knowledge of museums
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 and union agreement 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.
Additional Information
This is a TERM employment opportunity with anticipated end date of July 10 2026. 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
- Department specific flexible working schedules
Pay Grade: CL 22
Salary Range: $1934.21- $2139.34Bi-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 Womenin 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 you require an accommodation throughout the recruitment process please contact us at
This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office employees must apply correctly via this link:
Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant and will only be included if external applications are pursued.
External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit 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 concernsmay be directed to
Employment Type
Full-Time
