Executive Assistant

Halifax Regional Municipality is inviting applications for the temporary, full-time position of Executive Assistant with the Mayor's Office.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons.  Applicants are encouraged to self-identify on their electronic application. 

The Executive Assistant provides high-level administrative and scheduling support to the Mayor and Chief of Staff. This role is central to the smooth functioning of the office, ensuring the Mayor’s schedule, logistics, and correspondence are handled with professionalism, discretion, and efficiency. The ideal candidate is highly organized, anticipatory in their approach, and skilled in managing sensitive information within a fast-paced, high-profile environment.

DUTIES AND RESPONSIBILITIES:

• Manage and maintain the Mayor’s calendar, ensuring effective scheduling, prioritization, and coordination across internal and external commitments.
• Prepare agendas, briefing materials, and follow-up notes for meetings and public events.
• Support correspondence management, including drafting, logging, and tracking responses to emails, letters, and requests received by the Mayor’s Office.
• Coordinate travel arrangements, logistics, and documentation for the Mayor and Chief of Staff.
• Maintain filing systems, contact lists, and key records in a confidential and organized manner.
• Serve as a first point of contact for public or departmental inquiries to the Mayor’s Office, triaging calls and directing requests as appropriate.
• Liaise with City Hall staff, Council members, community representatives, and external stakeholders to support scheduling and logistics.
• Support the planning and execution of internal and external meetings, events, and announcements.
• Provide occasional support to other members of the Mayor’s Office team as needed to meet peak demands.
• Identify opportunities to improve administrative processes and contribute to a calm, coordinated team environment.

QUALIFICATIONS:
Education and Experience:

• Diploma or degree in Office Administration, Executive Assistance, Business Administration, or a related field.
• 2-5 years of administrative or customer service experience is required.
• Demonstrated experience supporting senior leaders or elected officials, preferably in a public sector or political setting is a strong asset.

Technical / Job Specific Knowledge and Abilities:

• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and digital scheduling platforms.
• Familiarity with municipal operations, public service etiquette, and confidentiality requirements.
• Ability to actively listen and utilize solutions-oriented approaches to resolving problems. 
• Strong written communication and organizational skills; exceptional attention to detail.

An equivalent combination of education and experience may be considered.  Applicants relying on education and experience equivalencies must clearly demonstrate such equivalencies in their application.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge.

COMPETENCIES: Organization & Planning, Customer Service, Communications, Valuing Diversity, Analytical Thinking

WORK STATUS: Temporary, full-time (up to December 29, 2028)

HOURS OF WORK: Monday – Friday, 8:30am – 4:30pm, 35 hours per week. Flex options to work outside of these hours and hybrid may be available.

SALARY: Up to $65,000 annually. Salary will be commensurate with education and years of applicable experience.

WORK LOCATION: City Hall (1841 Argyle Street, Halifax, NS)

CLOSING DATE: Applications will be received up to 11:59 PM on October 6, 2026. 

Please note: We thank all applicants for their interest in this position.  Only those applicants selected for an interview / testing will be contacted.

To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.

Shortlisted candidates will be required to provide proof of their qualifications, including, but not limited to, educational credentials, professional licenses, and relevant certifications.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link;
Accommodations | Hiring | Employment | Halifax

(position #78640600)