Halifax Water is currently hiring for the job of two (2) Administrative Assistant I’s. These regular opportunities are in the Engineering & Capital Infrastructure Department and in the Environment, Health & Safety Department.
Provide comprehensive support to the respective Director and Department by understanding the responsibilities, priorities, relationships, and schedule of the Director and their teams. Success in this role will be driven by proactive communication, organizational skills, relationship building, attention to detail and adaptability to changing priorities.
- Regularly engage with the Director and team members to stay informed about ongoing projects and priorities, with consideration for daily, weekly and longer-term timelines. Establish strong working relationships with internal and external interested parties to facilitate collaboration and support.
- Utilize effective time management, resourcefulness and task follow-up strategies to prepare correspondence, agendas, reports and presentations, based on written or verbal instructions, communicating with interested parties and often drafting self-composed correspondence.
- Efficiently and proactively manage schedules, meetings, and documentation to ensure effective operations. Book meetings internally and externally, review calendars and adjust conflicts, to align with the Director’s priorities.
- Maintain a strong focus on detail to ensure accuracy in all tasks and communications. Monitor and identify priority items in Director and Departmental correspondence, referencing them in regular meetings to keep the Director and team informed and ensure timely completion of tasks.
- Review Director and Departmental deadlines, gather necessary background information for meetings and deliverables and ensure adequate preparation and review time.
- Coordinate and track key Departmental initiatives such as data management systems, key performance indicators (KPI), forecasting, business planning, expenses and budgeting.
- Ensure staff-submitted reports to the Director adhere to formatting standards, document templates and requirements, while managing documents through internal workflows.
- Review and ensure due dates for agenda items, reports and deliverables are confirmed and accurate for HRWC Board and Committee Meetings. Review agenda items and minutes, identify and follow up on action items, and compile necessary data, statistics, and information to support the Director's preparation for future meetings.
- Work cooperatively and coordinate with other Administrative Assistants related to operational coverage during absences.
- Responsible for special assignments and other related duties as assigned.
Reports To: Director, various
Supervises: N/A
Minimum Qualifications
Education:
- Completion of business diploma from a recognized educational institution. A combination of equivalent education and related experience may be considered.
Experience:
- Minimum five years of related experience.
- Senior administrative support experience and demonstrated proficiency in executive-level support would be considered an asset.
Certificates / Licenses / Registrations:
- Must be willing to undertake and maintain the following safety training:
- First Aid
- Globally Harmonized System (GHS) (Formerly WHMIS)
- Additional safety training as identified based on legislative and operational requirements
- Demonstrated knowledge and proficiency with Microsoft Office 365, including but not limited to Word, Excel, Project, SharePoint, Teams, Planner, and Copilot.
- Enterprise Resource Planning (ERP) knowledge: Experienced in data entry and retrieval, report creation, compliance documentation, regulatory adherence, organizational procedures and file & records management.
- Organizational Skills: Demonstrated ability to efficiently manage schedules, meetings, and documentation to ensure effective operations.
- Communication Skills: Proactive communication with interested parties at various levels of public and private organizations. Effective use of organizational communication technology based on the priority of the correspondence. Excellent written and verbal communication skills.
- Attention to Detail: Demonstrated ability to produce accurate information in all tasks and communications.
- Adaptability: Flexible and responsive to the dynamic needs of the Director and Department.
- Establishing strong working relationships with internal and external stakeholders to facilitate collaboration and support.
- High degree of professionalism and confidentiality in handling sensitive information.
Salary Range: $51,389 to $64,236 annually
Applicants who applied previously for this competition do not need to reapply.
Completed cover letters and application forms [PDF] or resumes, stating Competition #HW25-81E must be received by 4:30 p.m., May 16, 2025. Please forward to:
- Halifax Water
HR Department
P.O. Box 8388, RPO CSC
Halifax, NS
B3K 5M1
Fax
-
902-490-6934
Please note: Only applicants invited for an interview will be contacted.
Conditional Items Required for Employment:
- Satisfactory background check
- Satisfactory pre-employment testing
Halifax Water is an equal opportunity employer.
Halifax Water’s goal is to be a diverse workforce that is representative of the community we serve, at all job levels. Halifax Water believes a diverse workforce positively contributes to its success, and the success of our community. We encourage applications from qualified African Nova Scotians, LGBTQ+ community, racially visible persons, women in non-traditional positions, persons with disabilities and Indigenous persons. Halifax Water encourages applicants to self-identify in the cover letter.