Executive Administrative Coordinator

 We transform the way people use energy.

We embrace a culture of belonging in the workplace. No matter who you are, where you’re from, how you think, what you believe in, or whom you love, we welcome your application. We all come from different backgrounds and different walks of life, bringing in unique perspectives and experiences. We encourage applications from 2SLGBTQ+, Black, Indigenous, African Nova Scotian, racialized persons, and People of Colour (BIPOC), women, newcomers to Canada, and people with disabilities. Please let us know if you require any accommodation in the application and interview process (including different materials or otherwise).

About EfficiencyOne

Our core values are Integrity, Innovation, and Partnership.

 EfficiencyOne is a leading efficiency enterprise. We work with outstanding partners to supply cost-effective energy efficiency and carbon mitigation services in Nova Scotia and beyond.

EfficiencyOne is a leading efficiency enterprise working with outstanding partners to deliver cost-effective energy efficiency and carbon mitigation services in Nova Scotia and beyond. Together, we help people achieve their energy goals, save money, conserve resources, and combat climate change.

Our work has delivered more than $5.6 billion in energy savings and avoided 12.7 megatonnes of greenhouse gas emissions in Nova Scotia. Learn more about how we are making an impact here: https://www.efficiencyone.ca/impact/.

Why you’ll love working here: 

• A culture that values work-life balance and genuine care for employees
• An engaging, fun, and inclusive work environment
• Competitive salary and a comprehensive benefits package starting day one
• Wellness programs, challenges, and corporate gym memberships
• Career growth and professional development opportunities
• Contributing directly to Nova Scotia’s 2050 net-zero carbon goals

The opportunity:

Reporting to the Manager, Executive Operations – Office of the President & CEO, the Executive Administrative Coordinator provides comprehensive administrative support to the President & CEO and, as needed, to other members of the Executive Leadership Team. This role requires exceptional organizational skills, discretion, and the ability to thrive in a fast-paced, evolving environment.

• Hybrid flexibility may be available based on departmental needs.
• Manage calendars, schedules, and priorities for the President & CEO’s Office; respond to routine requests independently.
• Prepare, proofread, and format reports, correspondence, presentations, and spreadsheets.
•  Coordinate meetings and events, including room bookings, AV setup, and catering.
• Process and reconcile expenses and credit card reports.
• Support the planning and delivery of company-wide meetings and employee events.
• Receive, prioritize, and redirect communications; track action items and ensure timely follow-up.
• Anticipate information needs, manage sensitive records, and safeguard confidential materials.
• Provide backup support to other members of the Executive Leadership Team as required.
• Perform additional duties as assigned.

What Will Help You Succeed?

·         Diploma or degree in Office or Business Administration (or equivalent combination of education and experience).

• Minimum 3 years’ experience providing executive-level administrative support
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Proven discretion, tact, and diplomacy when handling confidential information.
• Highly organized with the ability to prioritize, multitask, and adapt to changing demands.
• Collaborative and able to build positive working relationships at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint, CoPilot)

What to expect in your first several weeks on the job:   

In the first week, expect to:

• ·         Meet the President & CEO’s Office team and key stakeholders across the organization.
•          Learn program procedures, goals, and workflows.
•          Review program documents (guides, correspondence, past reports).
•           Gain an overview of how the Office of the President integrates with other business functions.

In the first month, expect to:

• ·         Get hands-on with scheduling, project tracking, and communication tools.
•          Begin supporting meetings and reviewing documents with team guidance.
•          Build relationships with cross-functional teams to understand collaboration touchpoints.
•          Contribute to team initiatives and internal communications.

In the first three months, expect to:

• ·         Independently manage executive scheduling, correspondence, and meeting logistics.
•         Provide polished, accurate documents, reports, and presentations with minimal oversight.
•          Anticipate needs and proactively support leadership priorities.
•          Collaborate on process improvements within the Office of the President.
•         Work with your manager to set personal development goals and growth objectives.