Job Description
Halifax Regional Municipality is inviting applications for one (1) temporary (up to 18-months), full-time position of Administrative Assistant lll within the Chief Administrative 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 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. 

Under the direction of the Coordinator, the Administrative Assistant III supports the team in the CAO Office, where quality customer service is provided in a very active, fast-paced working environment, and where there is on-going interaction with the public, staff at all levels, and elected officials. This position requires a high degree of initiative, with a strong customer service focus, and strong communication skills in an administrative environment. If you are an extremely organized individual, who thrives in a fast-paced environment, this position is for you. If you are keen on the inner workings of how the Municipality functions and want to learn more about our mandates and outcomes while running the office administration, we encourage you to apply.

DUTIES AND RESPONSIBILITIES:

• Management of CAO Office and City Hall
• Creates procedures and protocol for office management responsibilities.
• Manages event bookings for Halifax Hall. Acts as the primary point of contact for inquiries related to booking Halifax Hall for events. Works with Mayor’s Office and other departments to ensure event direction and protocol, including security needs.
• Manages illumination requests for Halifax City Hall, based on the approved policy
• Member of the project charter for the new Report Centre replacement project.
• Assists in Report Centre materials and training for staff. Co facilitates report author trainings.
• Tracks Report Centre progress and provide status updates to business units when requested.
• Assists the Executive Assistant and CAO Reports role with information requests for CAO calendar invites, CAO approval, signature and CAO review while ensuring that all activity and requests are logged.
• Assists the Business Unit Coordinator with corporate events.
• Maintains relationships with Directors, AAs and Senior Staff to ensure that information is shared in a timely and accurate way.
• Front line staff person responsible for greeting external and internal clients to the CAO office.
• Regional Council
• Assembles Regional Council, Standing Committee and Director information for CAO in advance of meetings.
• Assists CAO with budget materials and coordination during budget deliberations. Administrative Duties
• Manage the CAO email (filing, bring forward items) and assist with calendar booking and organization.
• Manages shared office filing system, office organization, and works with the Municipal Archives to store past documents and files.
• Answers the main office line, and triages phone calls and requests as needed. Responds to inquiries and redirecting calls where applicable. • Performs research activity and follow-up to completion due to requests for information from internal and external clients.
• Order goods and services for the CAO office, using the electronic purchasing process and established procedures. • Responsible for logging all incoming and outgoing correspondence and documents (including but not limited to mail, Council reports, signature and CAO Tender Award reports).
• Facilitate travel form approvals, expenses and visa reconciliations.
• Performs general office duties such as photocopying and scanning.
• Arrange meeting spaces and catering for on-site and off-site executive meetings.
• Ensure meetings are properly equipped with technology and information as required.
• Update contact list of AAs and Coordinators for each BU.
• Other related duties may be assigned.

QUALIFICATIONS:
Education/Experience:

• Grade 12 (or equivalent) and related post-secondary education from a recognized educational institution. 
• Must have minimum three to five years' experience in a senior administrative position. 
• Experience working in government setting is considered an asset.

Technical / Job Specific Knowledge and Abilities: 

• Proficiency and expertise in the use of current computer technology and related software (Microsoft Office Suite: Outlook, Word, Excel, PowerPoint).
• Excellent organization skills and ability to multi-task and solve problems.
• Excellent writing, verbal and communication skills.
• High degree of professionalism and confidentiality.
• Requires ability to meet and deal tactfully and effectively with all other staff members, elected officials, and the public.
• Proficiency in typing (speed and accuracy).
• A strong preference will be given to candidates who are bilingual in French and English.

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. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion. During the recruitment process, applicants have the right to request accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process. 

COMPETENCIES: Analytical Thinking, Communication, Customer Service, Organization and Planning, Organizational Awareness, Teamwork and Cooperation, Valuing Diversity.

WORK STATUS: Term (up to 18-months), full-time.

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

SALARY: Non-Union Level 4, $57,338 - $74,205. Salary will be determined based on relevant experience and qualifications related to the specified pay band and job. Placement above the midpoint of the pay band is typically reserved for candidates who significantly exceed the minimum qualifications, such as those with exceptional experience, specialized skills, or demonstrated achievements relevant to the role. This ensures fair and consistent compensation practices across the organization.

WORK LOCATION: City Hall. 

CLOSING DATE: Applications will be received up to 11:59 PM on Thursday, May 21, 2026

Please note: We thank all applicants for their interest in this position. Only those applicants selected for 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 #78627119)