Executive Assistant to the Chair & ED

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Union Status:
Exclusion - Non Union - NSPG

Closing Date:
12-Jul-24 (Applications are accepted until 11:
59 PM Atlantic Time)

About Us

The Nova Scotia Securities Commission (the Commission) is an independent, quasi judicial tribunal created by the Securities Act.
The Commission's mandate is to protect investors and, to the extent not inconsistent with an adequate level of investor protection, to foster the process of capital formation in Nova Scotia.

Our goal is to regulate, educate, investigate and enforce to ensure compliance with Nova Scotia securities laws.

About Our Opportunity

Reporting to the Executive Director, as the Executive Assistant you will be responsible for supporting the activities and responsibilities of the Executive Director, the Chair and other Commission members, and be responsible for the effective and efficient administration of the Commission's administrative and regulatory operations.

This is a part-time position requiring the Executive Assistant to work at the Commission's offices in Halifax three-days per week during regular office hours (8:
30 am to 4:
30 pm).

Primary Accountabilities

In this position, you will play an integral office management role by managing, coordinating and scheduling all aspects of the Chair's and Executive Director's roles, including:
issues management; financial management, government relations; stakeholder relations; public relations; and human resources.
In supporting the Chair and the Executive Director, you will be their liaison with senior management and staff, representatives of other government departments, agencies, and securities regulatory authorities in Canada and internationally, as well as the general public.

As the successful candidate, you will work under minimal direction and independently in a small office environment.
You will coordinate the preparation, delivery, and administration of policies and procedures of the Commission.
You will provide a broad range of office management, technical and administrative services for the Chair and Executive Director, including:
composing and editing correspondence and Commission documents, conducting research and report preparation, file and supply maintenance, record keeping, cash reports/deposits/invoicing, purchasing and procurement activities, arranging meetings, compiling background materials, preparing agendas and taking notes, coordinating travel arrangements and expense tracking, managing data and applications to the Commission, and attending to other general administrative tasks such as responding to or directing telephone inquiries, arranging and accepting deliveries and other office reception duties, as required.

For the hearing process, you will provide advanced legal-secretarial services and support to the Chair, the other Commission members and the Secretary to the Commission, including:
opening hearing files and hearing file management, booking venues and transcription services, coordinating hearings, and working with the Secretary and Hearing Panels to prepare and edit orders, decisions and other hearing documents.

You will also undertake special projects when directed by the Chair or Executive Director.
In the absence of the Chair and Executive Director, you will ensure that appropriate and timely responses to urgent matters are provided by designated staff.

A self-motivated and self-directed approach is required to address the variety and complexity of the workload as well as the ability to prioritize internal and external requests, typically involving pressing and often competing project work and deadlines with a minimum of advance notice.

The Executive Assistant is required to comply with the Commission's Conflict of Interest Rules.

Qualifications and Experience

To be successful in this position, you have a minimum of 5 years of related experience.
An equivalent combination of education (training) and experience, such as a one-year business course plus 4 years related experience, may be acceptable.

As the ideal candidate, you have proven experience with a wide range of complex secretarial and executive administrative support duties.
A high degree of proficiency in word processing, data management, report preparation and related skills, including Word, Excel, Power Point, Adobe, Internet, and Outlook along with the ability to learn other software programs is essential.
Experience as a legal assistant or an executive assistant with accounting and records management experience are considered an asset.

As the successful candidate, you will have strong organizational and analytical ability, with an excellent capacity to work independently with minimal supervision to carry out the duties of this position, and in particular, to produce thorough and error-free documentation and correspondence.
Strong interpersonal skills and judgement are necessary to deal professionally, tactfully, and effectively with staff and external stakeholders.
You must maintain confidentiality and have excellent verbal and written skills.
As the successful candidate, you will need to be efficient, self-motivated and comfortable working under pressure with tight deadlines, with the ability to prioritize during periods of heavy workloads with multiple demands.

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.

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 .

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

Pay Grade:
EC 06

Salary Range:
$1,248.60 - $1,560.96 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 and Other Racially Visible Persons, Persons with Disabilities 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.

Current government employees may access this posting through the link below:

PLE.