Executive Assistant - Jobs in Halifax

Job Description

Job Title:Executive AssistantCompany, Department:Nova Scotia Power, Executive OfficeLocation: Halifax, NS - HybridType of Employment:Temporary, Full Time Closing Date: January 17, 2024Reference Number: 2024-2383We are currently looking for an Executive Assistant to join our Executive Office team in a temporary position. Reporting to the Executive Leadership Team member, you will be responsible for providing professional and confidential support to members of the Nova Scotia Power Executive Leadership Team in a fast-paced, demanding environment. You are an integral part of the teams of the executives you assist and, as such, you are an enthusiastic team player and demonstrate maturity, confidence, and decision-making capability. You are highly detail-oriented with polished communication and interpersonal skills.This is a term position with an expected end date of December 31,2024.

• As an Executive Assistant you will:
  • Provide day-to-day support to two Executives, including extensive calendar and time management, scheduling and organizing meetings, document creation and editing, travel arrangements, budget maintenance, expense reporting, invoice processing, initiate and manage business correspondence, edit documents for presentations and board meetings, undertake background research, organize, and maintain electronic filing systems and perform all other related administrative tasks as required.
  • Manage on-site and off-site meetings, event planning and execution, book rooms, arrange or direct room set up, order meals, create agendas, distribute documents, take comprehensive notes, compile, and follow up on action items.
  • Ensure that executive meeting and event schedules align with safety program obligations, corporate priorities, internal and external stakeholder outreach plans, and individual and corporate annual goals and objectives.
  • Develop and maintain relationships internally with colleagues throughout the Emera affiliates as well as externally with key stakeholders, including all levels of government, key accounts, non-profits, and business partners.
  • Compile data using internal applications to complete the quarterly forecasts and annual budget, working with internal stakeholders and respective VPs for completion and sign-off.
  • Create, review, process, and approve purchase orders, invoices, expenses, and monthly affiliate billing.
  • Liaise with administrative professionals throughout the business to align priorities and share best practices for working with executives and other senior leaders. Participate in regular meetings, training, professional development, and teambuilding activities.
  • Support a variety of projects ranging from small and straightforward to large and complex with potential for work outside normal business hours and travel within Nova Scotia as needed.
  • Ensure your personal safety and that of your co-workers by observing and complying with all Safety program requirements and Occupational Health and Safety Rules and Regulations.

To thrive in this role, you recognize yourself in most of the following competencies and skills listed below:

• A minimum of 2 to 5 years in an administrative support role, coupled with a college diploma, university degree in office Administration or Business or equivalent work experience.
• Experience providing support to Senior Leadership is considered an asset.
• You possess excellent general business sense, acquired through experience, ensures that all matters are handled effectively with tact, diplomacy and the appropriate level of confidentiality. The successful candidate will also have an aptitude to become knowledgeable in the areas of the business that they support. Some after-hours work and travel within Nova Scotia may be required.
• Candidates must be skilled at spelling, grammar, and editing. Superior keyboarding and technical skills are required, including a high level of proficiency with Microsoft Office, Outlook, and PowerPoint. Experience in Excel is considered an asset.
• The ideal candidate will be professional in appearance and demeanor, possess a high level of initiative and attention to detail and work well under pressure. They should be a pro-active self-starter who is customer focused. A person who uses sound judgment to anticipate the needs of the executives they assist and strives to be a creative and effective problem-solver.
• A relationship-builder, the incumbent possesses excellent interpersonal skills and is a strong, confident, and capable communicator. They will work very closely with EAs throughout NS Power and Emera. Strong organizational and practice management skills are important. High ethical standards are a must. The Executive Assistant understands the importance of being discreet and maintaining confidentiality.
• The Executive Assistant role is an integral part of the teams of the executives they assist and, as such, the incumbent must be an enthusiastic team player and demonstrate maturity, confidence, and decision-making capability. Overall, the Executive Assistant works with a minimum of supervision and excels in all aspects of the administrative support role.

This role is currently included in a flexible work pilot hybrid model of in-office and remote work on a rotating schedule. The schedule is subject to change depending on business needs and may occasionally require increased in-office presence at any given time. This role would be supporting 2 Executives.At the Emera Group of Companies, you’ll be part of an inclusive, respectful workplace where everyone is welcomed and supported. Come build a career as unique as you are: making an impact from Atlantic Canada to the world. Your experience and perspective will help us to safely deliver cleaner, more reliable energy to our customers.If working in an innovative environment, challenging yourself, and shaping a cleaner energy future inspires you, we want to hear from you. Apply by January 17, 2024, and let us know why this role is right for you.- Flexibility: Hybrid work model with 2 flexible remote workdays.- Healthamp; Wellbeing: A comprehensive benefits plan, 24/7 access to virtual health care services for you and your family through Dialogue, access to a free on-site fitness centre, Employee and Family Assistance Program, parental leave top-up plan and wellness benefits.- Grow Your Career: Opportunities to advance within and between our affiliate companies, a focus on employee development and available sponsored education programs.- Community Engagementamp; Care: Corporate investments in the places where our people live and work, mentoring opportunities, fundraising-matchingamp; volunteer programs, various committees and employee resource groups, and scholarships for children of employees.- Competitive Compensation: Short-term incentive plans and a Defined Contribution Pension Plan.As one of Atlantic Canada’s largest publicly traded companies, we are ranked one of Canada’s Top 100 Employers, Top Employers for Young People and Top Diversity Employers. We know our success is driven by our dedicated teams and we strongly encourage applications from all qualified candidates, including persons who identify as racially visible, Indigenous, persons with disabilities, women in underrepresented roles and members of the 2SLGBTQ+ community.Applicants from these equity groups may self-identify through the online application process. We support candidates and employees with access and accommodation needs and encourage you to let us know when you require accommodation.The success of the Emera Company is driven by its people: a strong team with a shared commitment to support the Emera Company mission and values. The purpose of our recruitment policy is to provide a consistent framework to support fair and equitable attraction, hiring, and retention of the best talent for vacant positions. We are dedicated to maintaining a fair hiring process that provides equitable opportunities to all our applicants and is guided by our company values.