The Administrative Assistant I provide senior administrative and clerical support to the Director of Corporate Services. You bring with you five years of related secretarial experience combined with a related business / secretarial certificate from a recognized institution, and you have proficiency in typing. As an ideal candidate, you have a high degree of confidentiality and professionalism and are able to work independently to maintain complete and accurate records along with maintaining your normal workflow despite interruptions.
- Provides administrative and senior clerical support to assist the General Manager/Director to carry out their functions applying effective time management and task follow-up.
- Prepares correspondence and reports from written or verbal instructions, handwritten notes or via dictation. Frequently prepares correspondence that is selfcomposed.
- Schedules appointments, books boardroom space and equipment, compiles agenda items and background information, records and prepares meeting minutes. Updates Departmental reference manuals/binders and files.
- Answers, screens, and responds to phone calls coming to the General Manager/Director, log complaints and makes referrals within the Department, other Commission staff and other agencies as required. Brings high profile issues, serious complaints and other matters of priority to the attention of the General Manager/Director.
- Manages departmental incoming and outgoing mail and ensures follow-up on outstanding items. Processes and approves, within established limits, invoices for departmental supplies and services.
- Updates and maintains Departmental filing system.
- Compiles data for annual (Departmental) budget and performs other budget related analysis. Keeps accurate up-to-date records and ensures payment processes are followed in an accurate and timely manner.
- Serves as a backup for other Administrative Assistants.
- Serves as a resource person for Commission Board members and general public seeking information.
- Compiles data, statistics and other information. Prepares Departmental and Commission reports, newsletters and presentations.
- Prepares tender documents, advertisements, and progress claims in support of contract administration.
- Responsible for special assignments and other related duties as assigned.
Reports To: Director, various
Supervises: N/A
Minimum Qualifications
Education:
- Completion of Grade 12, and a related business or secretarial program. 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.
The salary band for this non-union position is band 4 ($58,330 and $72,912 annually).
Completed cover letters and application forms [PDF] or resumes, stating Competition #HW25-172E must be received by 12:00 p.m., November 12, 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.