Office Administrative Coordinator

About Us

The Department of Municipal Affairs is dedicated to working with municipalities to build healthy, vibrant, and safe communities throughout Nova Scotia. Municipal Affairs provides programs, grants, and funding opportunities for municipalities and community groups. The Department also provides services and guidance to municipalities in many areas including land use planning, budget planning and finance, infrastructure development, and policy and program development.

About Our Opportunity

As the Office Administrative Coordinator, you provide senior-level administrative and operational support to the Executive Director and support the effective delivery of corporate functions across the division.

You coordinate executive office activities, monitor budgets and forecasts, support procurement and facilities requirements, track correspondence and approvals, and help maintain consistent administrative processes. You regularly work with departmental staff, senior officials, other levels of government, external agencies, vendors, and members of the public.

Primary Accountabilities

In this role, you will:

• Coordinate the Executive Director’s schedule, meetings, correspondence, files, briefing materials, and competing priorities.
• Review incoming requests, identify urgent matters, route items for action, and monitor deadlines and responses.
• Track documents and operational items requiring senior-level approvals, ensuring accurate filing and record-keeping.
• Liaise with departmental staff, senior officials, other government offices, external agencies, vendors, and members of the public.
• Coordinate administrative services, provide office coverage, and support consistent and efficient administrative processes.
• Monitor the division’s operating budget, forecasts, expenditures, invoices, disbursements, and potential cost pressures.
• Coordinate procurement activities and provide guidance to help staff follow applicable financial and administrative requirements.
• Manage office services and facilities-related needs, including equipment, supplies, inventory, repairs, vendors, service contracts, and office moves.
• Maintain employee orientation information and track participation in required training and workplace initiatives.
• Prepare status reports, identify operational issues, and recommend process improvements that support efficient and responsive service delivery.
  
  

Qualifications and Experience

You have completed post-secondary education in Business Administration, Public Administration, or a related field, combined with several years of experience providing senior-level administrative support.

You have demonstrated experience providing high-level executive support with minimal direction, including coordinating schedules and meetings, preparing and managing correspondence, and balancing changing priorities.

You also demonstrate:

• Exceptional organizational skills and the ability to manage multiple tasks and priorities.
• Strong written and verbal communication skills.
• Effective interpersonal skills and the ability to build collaborative working relationships.
• The ability to work under pressure, meet deadlines, and respond effectively to competing demands.
• Proficiency with office software and applications.
• Leadership competencies, including the ability to promote teamwork and support individual development.
• Sound judgement, discretion, and the ability to manage confidential or sensitive information.

The following would be considered assets:

• Additional certification or training in executive support, financial management, or government administration.
• Knowledge of government structures, policies, procedures, and administrative practices.
• Experience with financial forecasting in a government setting.
• Experience with government procurement processes.

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

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. 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.

Working Conditions

This position requires the successful candidate to work on-site. You will be working within a high-paced, busy office environment with strict deadlines. Most of your time is spent in a comfortable office setting. Your normal work week is 35 hours/week, 7 hours/day. You may be required to work overtime on occasion. Occasionally you may need to move or lift objects such as boxes, inventory, or files.

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