ABOUT US:

The Nova Scotia Independent Energy System Operator (NSIESO) is a new, independent non-profit organization assuming responsibility for planning and operating Nova Scotia's bulk electricity system. NSIESO was created under provincial legislation in 2024 to bring independence, transparency, and additional public accountability to the way electricity is managed in the province. NSIESO is managed by a CEO reporting to the board of directors and regulated by the new Nova Scotia Energy Board.

NSIESO will manage the connection of clean energy projects to the grid and be responsible for system planning and procuring new energy sources. Our organization will be phased in over the next 18 months and once fully operational, it will also control which power generation facilities are used to meet the electricity demands across the province, on a minute-by-minute basis.

ABOUT THE ROLE:

The Executive Assistant will report to the new CEO of the Nova Scotia Independent Energy System Operator and play a key role during start up, phases pf transition and full operations.

The Executive Assistant will be accountable to provide high level administrative and operational support to the CEO, Senior Team, and the Board of Directors on the administrative and operational activities listed below.

The Executive Assistant is a key member of the NSIESO team and will act in professional and personable manner as a liaison between the CEO and board members, partners, leaders, staff and other key stakeholders, ensuring effective communication and smooth administration related interactions.

Executive Administrative Support to CEO:

- Work closely with the CEO to manage and prioritize the CEO's schedules, meetings, appointments, and travel arrangements ensuring optimal time management and itineraries.

- Assist the CEO with high-priority projects and deliverables, ensuring timelines are met by ensuring relevant parties are informed of deliverable time limits they are responsible to complete, meet and report on.

- Manage confidential information with discretion and integrity, while ensuring privacy is maintained in all communications and decisions.

- Function as the gatekeeper for the CEO and senior team for to provide problem resolution and redirecting of requests from internal and external contacts as required to support the CEO to achieve short- and longer-term priorities.

- Keep the senior leadership team' calendar up to date, including adding events, rescheduling appointments, and providing regular briefings with the CEO.

- Manage incoming calls, emails, and other communications, draft and edit emails, correspondence, reports, and other communications as requested by the CEO, and ensure timely responses with clarity, and professionalism.

- Organize and coordinate CEO sponsored company meetings, conferences, and events, including coordination, materials, and ensuring follow-up actions are documented and completed.

- Complete, receive approval and submit expense reports and other paperwork on behalf of the CEO.

Administration Support to Board of Directors and Board Committees:

- Support the CEO and Chair of the Boards and/or or Committees on meeting preparation requirements and timelines of agendas and briefing notes and ensuring timelines of materials are met for distribution to the Board and Committee members.

- Coordinate Board and Committee meeting schedules, arranging venues, and distributing agendas and meeting materials.

- Maintain the schedule of Board and Committee meetings and manage meeting logistics (in-person or virtual) and track responses of attendance.

- Support Board and Committee meetings on required travel arrangements to attend meetings.

- Accurately record (as required) and distribute minutes of board and committee meetings.

- Assist in onboarding new board members and provide them with necessary resources (online documents, contact information, orientation to Board portal) and other information as deemed appropriate to provide directly.

- Maintain contact information of board members.

- Assist the Board Chair and Committee Chairs with any other administrative logistical tasks as needed.

Office Operations and Administration

- Oversee daily office operations, including ordering supplies, managing equipment, and handling office-related logistical issues.

- Plan and organize company specific internal and external events, meetings, and offsites, ensuring everything is arranged efficiently and to a high standard in working with external vendors.

- Organize and maintain electronic and paper file and document management filing systems, ensuring documents are easily accessible and well-organized while meeting all file document management protocols.

- Identify areas for process improvement and implementing efficient administrative systems.

Other duties as required: As the NSIESO continues to transition and evolve, other duties may be required of the Executive Assistant.

SKILLS AND QUALIFICATIONS:

A successful candidate will have a variety of skills, experience, knowledge, and competencies including:

- Grade 12 high-school or equivalent diploma

- Some post-secondary education would be an asset (diploma, certificate, degree) and/or a combination of experience and education.

- Minimum of 7-10 years of progressively responsible experience in strategic administrative roles reporting to Senior Leader within the organization including the CEO

- Minimum of 1 year experience working in supporting Board administration activities in support of the CEO, Board Chair, and Committee Chairs would be an asset.

- Exceptional attention to detail and highly organized

- Exceptional time management and coordination of multiple schedules

- Strong interpersonal skills in engaging with a variety of key stakeholders confidently and with a high level of professionalism and integrity.

- Ability to learn quickly and recognize and implement continuous improvement opportunities.

- Ability to work in a fast-paced team focused environment.

- Experience in creating reports, minutes, briefing notes, and/or presentations.

- Experience with document management protocols to manage sensitive information to meet discretion and confidentiality requirements.

- Advanced proficiency in computer, office equipment skills, and software programs including Word, Excel, PowerPoint, SharePoint, Outlook, Teams etc.

- Candidates are to be 100% proficient in English both verbal and written.

- Candidates must be a Canadian Citizen or be a documented Permanent Resident

Other Requirements:

- This is a permanent, full-time position and is in Halifax, Nova Scotia.

- There is a requirement for a physical presence in the NSIESO office for the majority of the work week (Monday to Friday). Flexible work arrangements may be considered.

- There is no major requirement for travel in this role. If travel is required, related expenses will be reimbursed.

- There are no minimum physical requirements to perform the role.

We are committed to increasing our representation of individuals who are representative Indigenous persons, persons of Black/African descent, and members of other racialized groups, persons with disabilities, women, and persons identifying as members of 2SLGBTQIA+ communities, as well as all candidates who would contribute to the diversity of our community. Join us and be part of a team that celebrates differences and strives to create a workplace that is welcoming to all.

HOW TO APPLY: To apply for this position, send a brief cover letter along with your resume to [email protected]. While we appreciate your interest in this role, only individuals that meet the skills and qualifications listed above will be considered and contacted.