Administrative 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 Administrative Assistant provides essential administrative and operational support to the Professional Responsibility Department. This role ensures the smooth coordination of departmental activities, supports complaint file management and assists with committee and public intake processes. The Administrative Assistant works collaboratively with internal and external stakeholders to maintain high standards of service and organization.

What you'll be doing

• Coordinate day-to-day department administration.
• Perform data entry in IMIS, including opening and tracking complaint files and logging custodianship/receivership data.
• Manage incoming complaint documentation (electronic filing, scanning, and data entry).
• Provide status updates to complainants and generate regular IMIS reports.
• Escalate risk information related to timelines to responsible team member or the Director.
• Support committee administration.
• Prepare complaint file packages for external counsel.
• Manage the public information intake line, ensuring communications are logged and initial responses are provided.
• Liaise with internal and external contacts.
• Prioritize and redirect email, mail, and calls with appropriate follow-up.

What we are looking for

• Post-secondary diploma or certificate in office administration or related field, or equivalent experience.
• 2-3 years of administrative support experience.
• Proficiency in Microsoft Office (Word, Outlook, Excel) and database systems (IMIS or similar).
• Experience with document management and electronic filing systems.
• Strong organizational and time-management abilities.
• Excellent attention to detail and accuracy.
• Effective written and verbal communication.
• Ability to work independently and as part of a team.
• Professionalism and discretion with sensitive information.
• Ability to work effectively with culturally diverse colleagues and clients and to support continuously building cultural competence.
• Competence in taking and preparing meeting minutes.
• Experience in legal, regulatory, or professional services environments.
• Familiarity with committee or board support.
• Customer service experience, especially with public inquiries.

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: Administrative Assistant - Professional Responsibility - [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.