Executive Assistant

About Us

As the regulator of Nova Scotia's legal profession, the Nova Scotia Barristers' Society exists to uphold and protect the public interest in the practice of law. The Nova Scotia Barristers' Society oversees clerks' and lawyers' accreditation with their admissions and licensing process, establishes ethical standards, ensures the professional responsibility of lawyers, and strives to improve the administration of justice. The Society proactively works to create a legal profession that broadly reflects the diverse public it serves.

Learn more about the Society

Position Overview

The Nova Scotia Barristers' Society seeks an Executive Assistant with progressive experience at the senior administrative support level. The position will provide a broad range of executive level administrative and operational support to the Education & Credentials (E&C) department. Primarily, the Executive Assistant anticipates departmental requirements and facilitates the effective and efficient operation of the office by providing organization and timely allocation of administrative services for the department and, throughout the Society as required.

Key Responsibilities

• Coordinate day-to-day office or department administration.
• Establish and maintain electronic and paper-based filing systems, manuals, and records.
• Prepare correspondence, reports and presentations using various software packages.
• Plan and coordinate meeting and event logistics such as calendar invites, room/venue bookings, equipment, catering.
• Support meeting administration by preparing and distributing agendas and meeting materials; recording and preparing meeting minutes.
• Book travel arrangements and coordinate approval process and payments of various expenses.
• Maintain executive calendar and schedule of events for department, where required.
• Liaise with internal and external contacts, as required.
• Prioritize and redirect email, incoming mail, and telephone calls, with appropriate follow-up.

What we are looking for

• Post-secondary degree or diploma in office administration or a related field, or equivalent combination of training and experience.
• Minimum of five (5) years of progressive experience at a senior administrative support level.
• Technology proficiency including Microsoft Office (Word, Outlook, PowerPoint, Excel) and database administration (intermediate level or greater).
• Proven experience with records and document management systems.
• Excellent organizational, prioritization, time-management, and problem-solving skills.
• Strong oral and written communication skills.
• Demonstrated excellent interpersonal skills to deal effectively across all levels of the organization and with members and the public.
• Ability to work effectively with culturally diverse colleagues and clients and to support continuously building cultural competence.
• Ability to take initiative and work independently as well as in a team environment.
• High degree of proven professionalism with the ability to exercise sound judgement, tact, and strict confidentiality with sensitive information.
• Ability to take minutes, transcribe written documents and dictation.
• Demonstrated focus on quality, accuracy, and attention to detail.

Assets:

• Experience working in a legal and/or regulatory environment.
• Experience providing administrative support to boards and/or committees.
• Training as a paralegal, legal assistant, or equivalent experience.
• Knowledge of corporate law / business registration requirements.
• Ability to conduct research and data analysis.
• Supervisory experience.

What's in it for you

• A meaningful opportunity to contribute to a professional community that upholds justice and public interest.
• A supportive team culture and professional development opportunities.
• Competitive compensation and benefits package, including opportunities to work in a hybrid work environment.

How to Apply

If you are interested in this exciting career opportunity, please send your cover letter and resume as a single PDF to [email protected] with the subject line: Executive Assistant - [Your Name].

NSBS is committed to fostering an inclusive and equitable workplace that starts with our selection process. We welcome applications from individuals who identify as Black, Indigenous, or racialized; members of the 2SLGBTQIA+ community; newcomers to Canada; and people with disabilities. If you identify with one or more of these equity-deserving groups, we invite you to share this information in your application and to include your pronouns if you feel comfortable doing so. We are also dedicated to accommodating individuals experiencing disabilities at any stage of the selection process. If you require accommodations, please let us know, and we will work with you to address your needs.

We thank all applicants for their interest, however only those considered for an interview will be contacted.