New Job Executive Assistant In Nova Scotia

Designation Status

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. Under the Government of Nova Scotia’s Employment Equity Policy, applicants from the following groups will be considered: Aboriginal People, African Nova Scotians and Other Racially Visible Persons and Persons with Disabilities.

We encourage members to apply for this position and ask that they clearly self-identify in their cover letter and resume.

About Us

The Art Gallery of Nova Scotia is an agency of the Province of Nova Scotia whose mandate is to develop a collections, exhibitions and public programs that bring Nova Scotians and visitors in contact with art from the region, the country, and other nations and cultures.

The Art Gallery of Nova Scotia seeks to present the most vital and engaging contemporary art from around the world. We embrace tradition and the past by applying contemporary perspectives that address relevant issues and challenge perspectives. We are an inclusive public gathering place that connects people with art to inspire new ways of thinking.

As the Gallery sets forward on a new path, reflective of the diversity and ambition of the province, it will be welcoming, contemporary, challenging and ambitious.

About Our Opportunity

As the Executive Assistant you will coordinate and manage the office functions of the senior management team (SMT) including the Director/CEO. You will provide effective, efficient, and confidential administrative support to the SMT to ensure efficient office management.

This position manages the Director/CEO’s office including office administration and project management, coordinating the day-to-day activities of the Office by liaising with senior management, the Board of Directors, representatives of other government departments as well as external agencies. You will also coordinator and oversee the development and operation of a centralized filing system for the Gallery following STOR/STAR procedures. The position also acts as recording secretary to the Board of Governors and committee meetings of the board.

This position reports under minimal direction of the Director and CEO.

Primary Accountabilities

• Researching and compiling suitable background information for meetings; 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. This includes scheduling meetings, drafting agendas, preparing meeting materials, recording minutes and maintaining official copies of meeting materials.
• Management of the office including ordering and stocking all office supplies in accordance with procurement and accounting guidelines; ensuring office equipment is properly maintained; maintain an accurate asset inventory system of equipment; and arrange changes to office space and workstations including the installation of computers and telephone lines.
• The management of information is another key component of the position., This includes the securing of confidential materials including maintaining personnel records; maintaining a database of performance evaluations and professional development activities
• Developing and maintain an electronic file directory and coordinating the annual removal of all records to the records centre.

Qualifications and Experience

To be successful in this role you have a completion of a one-year business or administrative course, plus four years’ experience in a senior administrative capacity, or an equivalent combination of training and experience. You also 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 exercise sound judgement and maintain strict confidentiality, while establishing effective working relationships with tact, and diplomacy. You are a self-motivated individual who works well independently, and participates fully in a team environment, you value the concepts of equity, diversity and inclusion to all areas of your work.

You possess excellent interpersonal skills, grammar, proofreading and secretarial skills with exceptional organizational skills with the ability to manage competing priorities. You have exceptional communication skills (written and verbal) with an ability to address and manage client inquiries both in person and by phone.

You have demonstrated proficiency in Microsoft Word applications (Word, Excel, Outlook) both hardware and software and experience with accounting, and knowledge of STAR/STOR.

Asset for this position:

• Proficiency in French
• Experience working in an art gallery or a museum

Leadership competencies required at this level of work are: 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 and Union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offerings and eligibility criteria.

Working Conditions

This position is located in a comfortable officer environment. This role will require the successful applicant to be flexible with work hours as evening work will be occasionally required to accommodate meetings for the Board of Governors, Board Committees and special events.

Additional Information

This is a 14 month Term employment opportunity. The appointment status (‘term’, ‘temporary’ or ‘casual’) is dependent on the start date of the successful candidate.

On October 6, 2021 the Government of Nova Scotia announced full vaccination will be a condition of employment for new staff being hired. View the news release here.

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.