Executive Assistant

Venor is proud to partner with the College of Physicians & Surgeons of Nova Scotia (CPSNS) to recruit an Executive Assistant.

CPSNS serves and protects the public by effectively regulating the province’s medical profession in accordance with the Medical Act and its regulations. CPSNS is a culture of listening – listening to the public and the profession. The College prides itself in ensuring an environment that is respectful, safe and humble. CPSNS values engaging with Nova Scotians and the communities served across the province. Serving the public, the College ensures Nova Scotia’s physicians and surgeons are qualified, competent and fit to practice medicine to provide the best care possible to patients.

What you’ll do

The Executive Assistant provides confidential, efficient, and comprehensive administrative support to the Registrar & CEO and Deputy Registrar. This role serves as a central point of coordination for executive operations, including managing schedules and meetings, preparing correspondence and reports, and handling travel and event logistics. The position also supports communications, tracks requests and action items, and acts as a key liaison for internal and external stakeholders, maintaining a high standard of professionalism, discretion, and organization.

Additional Responsibilities Include:

Committee & Administrative Support: Provide backup support for Council and committees by coordinating meetings, preparing agendas and materials, attending and recording minutes, and tracking follow-up actions.

Executive Travel & Events: Coordinate travel schedules, accommodations, and itineraries for the Registrar & CEO, Deputy Registrar, and President, including arrangements for staff attending the annual FMRAC AGM.

General & Operational Support: Oversee custodianship of abandoned medical records, provide front desk coverage as needed, maintain time records in BambooHR, and support continuous quality improvement initiatives and internal committees. Deliver professional service to stakeholders and complete additional duties as assigned by senior leadership.

What You’ll Bring

You bring a strong commitment to supporting the College’s mandate of public protection, combined with a high standard of ethics, professionalism, and confidentiality. You demonstrate sound judgment, accountability, and integrity in all interactions, and are known for building positive, respectful relationships with colleagues and stakeholders.

With a proactive and resourceful mindset, you are adaptable, detail-oriented, and highly organized, with the ability to manage competing priorities and anticipate needs. You communicate clearly and effectively, both in writing and verbally, and handle sensitive information with discretion. You are also committed to continuous learning, professional development, and contributing to ongoing improvement initiatives.

Qualifications & Experience

• Diploma in Business, Paralegal Studies, or an undergraduate degree in Business Administration (or equivalent)
• Minimum five (5) years of relevant experience, or an equivalent combination of education and experience

Technical Skills

• Intermediate proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience with Adobe Acrobat
• Familiarity with Microsoft CRM is considered an asset

This is an opportunity to contribute to a respected organization dedicated to public protection and excellence in healthcare regulation in Nova Scotia. The College offers a collaborative, professional environment where employees are encouraged to contribute ideas, support continuous improvement, and grow professionally.

If you are interested in this opportunity, please submit your resume to Natalie Isaacs via natalie@venor.ca

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 who 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, and People of Colour (BIPOC), women, newcomers to Canada, and people with disabilities. If you require any accommodation in the application and interview process, please let us know (including different materials or otherwise).