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 delivering cost-effective energy-efficiency and carbon-mitigation services across Nova Scotia and beyond.
Together, we help people save money, improve comfort, reduce environmental impact, and support the transition to a net-zero future.
Learn more about our impact here: https://www.efficiencyone.ca/impact/.
Why you’ll love working here:
- Supportive, team-oriented culture
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Competitive salary and comprehensive benefits from day one
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Flexible/hybrid work environment
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Focus on wellness and work–life balance
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Opportunities for leadership growth and development
- Meaningful work supporting Nova Scotia’s 2050 net-zero goals
The Opportunity:
We are seeking an Executive Administrative and Governance Specialist to provide confidential administrative and governance support to the Office of the President and CEO, the EfficiencyOne Board of Directors, its committees, and subsidiaries.
Reporting to the Manager, Executive Operations – Office of the President and CEO, and working closely with the Secretary to the Board of Directors, this role coordinates executive calendars, meetings, materials, records, expenses, and Board-related processes with professionalism, accuracy, and discretion.
Hybrid flexibility may be available based on departmental needs. This role requires a minimum of two days per week in the Dartmouth office and may require some evening support for Board meetings.
What you’ll do
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Provide Executive Administrative Support
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Provide proactive calendar, time management, and administrative support to the Office of the President and CEO.
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Prepare, proofread, and format reports, correspondence, presentations, and meeting materials.
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Coordinate meetings and events, including logistics, materials, technology, catering, and follow-up tracking.
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Manage incoming communications, prioritize requests, maintain confidential records, and anticipate administrative needs.
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Prepare expense reports, credit card reconciliations, and related documentation; provide backup support to the Executive Leadership Team as needed.
Support Governance and Board Operations
- Provide administrative and operational support to the Board of Directors and its committees.
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Administer the board portal, including agendas, documentation, user access, permissions, and communications.
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Maintain Board and Committee calendars, workplans, agendas, contact lists, records, and confidential files.
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Prepare Board and Committee materials, meeting packages, minutes, reports, action items, and decisions.
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Process Board-related expenses, invoices, director remuneration, expense claims, and approvals.
What Will Help You Succeed?
- Excellent written and verbal communication skills with strong attention to detail and accuracy
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Self-starter who can anticipate needs, manage multiple priorities, and solve problems.
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High degree of professionalism, discretion, judgment, confidentiality, and diplomacy.
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Ability to work independently and collaboratively in a fast-paced environment.
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Strong relationship-building skills with internal and external stakeholders, including senior leaders and Board members.
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High proficiency in Microsoft Office Suite and collaboration tools, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
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Previous experience using a Board portal would be considered an asset.
Education & Certifications
- Diploma or degree in office administration, business administration, legal assistant/paralegal studies, or a related field; or an equivalent combination of education and experience
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Executive administrative and/or governance experience is an asset; candidates with strong transferable skills, sound judgment, and a willingness to learn are encouraged to apply.
In the first week, expect to:
- Meet with key members of the Office of the President and CEO, the Manager, Executive Operations, and the Secretary to the Board.
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Review executive support processes, governance calendars, documentation standards, and board portal practices.
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Begin building relationships with internal stakeholders who support executive and Board processes.
In the first month, expect to:
- Develop a strong understanding of executive administrative priorities, governance workflows, and Board and Committee support requirements.
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Support meeting preparation, scheduling, documentation, and follow-up activities.
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Become familiar with expense, invoice, records management, and board portal administration processes.
In the first three months, expect to:
- Confidently support recurring executive, Board, and Committee activities.
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Identify opportunities to improve administrative coordination, documentation, and governance support processes.
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Continue building trusted relationships with senior leaders, Board members, and internal partners.
