Executive Administrative Coordinator in Halifax

The Office of Addictions and Mental Health (OAMH) provides provincial leadership, strategic direction, and policy oversight for mental health and addictions services in Nova Scotia, with a clear mandate to advance timely, equitable, and universal access to care. OAMH establishes system priorities, develops policy and strategy, and oversees the effective use of public investments to ensure accessible, high-quality, and evidence-informed services across the province.

As the Executive Administrative Coordinator, you will play a key role in the effective operation of the Office of Addictions and Mental Health, providing direct support to the Associate Deputy Minister and broader administrative and operational support across the Office. You will provide trusted executive-level administrative support while coordinating a broad range of activities, including scheduling, correspondence, briefings, financial administration, travel, meetings and special projects.

Primary Accountabilities:

• Manage the day-to-day administration of the Associate Deputy Minister’s Office, balancing changing priorities and ensuring important requests and deadlines are addressed in coordination with the broader administrative team.
• Coordinate a complex electronic calendar, resolve scheduling conflicts and keep the Associate Deputy Minister informed of priorities, commitments and required follow-up.
• Review, prioritize and track correspondence, briefing materials, ministerial requests, Freedom of Information requests and other documents requiring executive review or approval.
• Draft correspondence, presentations and reports, and communicate on behalf of the Associate Deputy Minister when appropriate.
• Respond to inquiries from internal and external partners, research issues and determine the appropriate course of action or referral.
• Coordinate meetings, prepare agendas and materials, arrange briefings and record meeting notes when required.
• Organize travel, accommodations, itineraries, expense claims and logistical arrangements for meetings and events.
• Monitor budgets and accounting transactions, process invoices and coordinate the purchase of office and technology-related supplies.
• Plan and coordinate events and special projects, monitor progress and ensure deliverables meet established policies and standards.
• Support recruitment, onboarding, employee-related administration, technology requests, distribution lists and signing authorities.
• Develop and maintain effective administrative procedures, records, reference materials and document-tracking systems.
• Provide backup support to the offices of the Deputy Minister and Minister, collaborate with their administrative staff to maintain continuity of service.

Qualifications And Experience:

You are an experienced administrative professional who has supported senior leaders or worked in a complex office environment with competing demands. You bring demonstrated experience coordinating calendars, meetings, correspondence, travel, financial administration and confidential records. Strong written and verbal communication skills are essential.

Working Conditions:

This position works in a dynamic executive office environment with frequently changing priorities, competing deadlines and a high volume of confidential information. Success in the role requires exceptional organizational skills, sound judgement, adaptability and the ability to effectively manage multiple priorities while supporting senior leadership and responding to time-sensitive requests.

Additional Information:

This is a TERM employment opportunity with an anticipated end date of October 31, 2028.