We have an exciting opportunity at Commissionaires Nova Scotia (CNS) for an Executive Assistant to support both our Board of Governors and our C-Suite of Executives.
The Executive Assistant (EA)’s primary role is to provide administrative support and procedural guidance to the Board of Governors, to assist the CEO in Board-related work, and to provide day-to-day support to the CNS C-Suite.
The Executive Assistant must effectively support the Board in its governance role and the C-Suite in carrying out business operations as well as maintain confidentiality of all business, operations and personnel matters. To do this effectively, they must establish and maintain a strong respectful working relationship with a variety of stakeholders and must develop and maintain an effective communication process that is inclusive and transparent.
This role is Monday to Friday with flexible work schedules based on an 8-hour day. Overtime may be required occasionally based on operational need and when required is a condition of employment. Work is expected to be primarily in-person at the CNS HQ, but flexibility in working arrangements is possible depending on operational need and time of year. Travel is not generally required but may be needed in special circumstances
The ideal candidate will be motivated to succeed, engaging, collaborative, professional, highly adaptable, and be able to work independently with a high level of attention to detail. This position requires an individual with proven Executive Assistant experience, a can-do attitude and a strong track record of supporting business leaders.
Come join the Halifax Chamber of Commerce “2024 Not-For-Profit of the Year” award winner for:
Competitive salary package ($60,000 to $65,000)
Health, drug, and dental benefits
Life and accident insurance
Annual vacation package
RRSP/TFSA matching
Loyalty Award program
Education assistance funds and family scholarship programs
Advancement opportunities within a large, national organization
Duties and Responsibilities
RECORDS & CORRESPONDENCE (Board)
Drafts revisions, tracks proposed amendments, updates, and maintains Board By-Laws and Policies
Prepares meeting agendas, working documents, and minutes
Reviews and monitors action items arising from minutes; actions as required
Maintains Board minutes books and active files
Creates, maintains, and updates Governors' information - committee lists, individual Governor's files, phone/address list, historic information, business cards, Reference Binders, Board profile, retirement dates, VSC donations, and other relevant information
Maintains record of committee membership and tenure for the Chair
Creates, adjusts, and maintains Board filing system including management of the Board SharePoint
Maintains the Board's photo archives, as well as the Boardroom and lobby photos
Manages the Board Commendation program
Contributes to applicable CNS publications / social media relative to Board activities
PLANNING & SCHEDULING (Board)
Develops annual meeting schedule for Board and Committee meetings
Maintains and updates committee and Board work plans
Coordinates meeting presenters
Develops and maintains a tracking/diary system to ensure due dates are met
Advises on timeline for nomination process of new Governors
Coordinates onboarding of new Governors and departure for retiring Governors
Develops timeline for completion of the annual Board Evaluation and coordinate roll-out
Makes travel and hotel arrangements for meetings as required
Organizes the Board's events when required by the Board Chair
Books space for Board and Committee meetings
Lead on the coordination and organization of the 2026 Annual Meeting of Divisions (annual conference)
FINANCIAL (Board)
Prepares the Board's portion of the annual budget
Tracks Board expenses against the budget
Manages Veterans' Support Committee donations and coordinate presentations
Coordinates annual renewals - ICD memberships, Governors' travel insurance
Prepares individual Governor travel expense claims
ADMINISTRATIVE SUPPORT (C-Suite)
Provides strong executive administrative support to the C-suite
Assists in project management by tracking deadlines and facilitating communication
Updates and maintains office documents
Supports internal needs of all Departments within CNS HQ when necessary
Assists in setting up for presentations / meeting preparations and meeting management
Prepares expenses for C-Suite members
Monitors calendars for C-Suite members
Books travel arrangement for C-Suite members
Creates, implements, and maintains processes for document capture and data management
Assists with research projects as needed
WHO WE’RE SEEKING
Candidates must:
Not have a criminal record for which a pardon has not been granted
Be able to attain a NATO secret security clearance and hold a valid Nova Scotia driver's licence
Education: (Minimum Required): Bachelor’s degree in business administration, or a related field (preferred)
Certifications: Certified Administration Professional (CAP) credential, or Organizational Management (OM) designation would be an asset
Skills and Abilities: (Minimum Required)
Superior client service focus
Strong written and verbal communication skills
Superior relationship-building and interpersonal skills
Excellent decision making and problem-solving skills
Excellent administrative skills
Highly adaptable and able to effectively work with changes in priorities
Self-starter / independent worker
Highly collaborative and effective team player
Highly collaborative in nature with advanced analytical thinking and organizational skills
Able to effectively interpret and apply policies
Professional / Technical Knowledge: (Minimum Required)
Project management
System integration
Shorthand/minute taking
Solid understanding in Microsoft products, including Outlook, Word, Excel and Power Point
A minimum of 8 years’ experience in a progressively responsible executive administrative capacity; including at least 2 years of supporting senior executives or Boards
READY TO JOIN US?
This position is open to external and internal applicants (Commissionaires should include their Corps #) and we encourage veterans of the Canadian Armed Forces and RCMP to apply.
Our goal is to create an inclusive, diverse workplace representative, at all job levels, of the citizens we serve. At Commissionaires we support, value, and respect the different views, cultures and experiences of our employees, clients, business partners and community members. We welcome applicants that identify as Indigenous/Aboriginals, or African Nova Scotians and/or Other Racially Visible Persons, or Persons with Disabilities, or Persons who identify in the 2SLGBTQ+ community or others who reflect the diversity of Nova Scotian communities. If you are a member of one of these equity groups, you are encouraged to self-identify on your cover letter or during the application process.
We thank all applicants for their interest, but only those chosen for an interview will be contacted.
Tags: EA, Executive Assistant. PA, Personal Assistant
