Halifax Ns Executive coordinator Jobs – 17 Openings This Week

Office Manager
Port to Port Immigration Services Inc —Halifax, NS
- $65,000–$80,000 a year
- Full-time
- Microsoft Office
- Administrative experience
- Project management
- Profit sharing
- Dental care
Quick apply
4d
Production Coordinator
VillageWorks Content Co. —Halifax, NS
- $41,000–$75,000 a year
- Full-time
- Organizational skills
- In-person
- Leadership
- Mileage reimbursement
- Paid time off
Quick apply
3d
Real Estate Analyst/Coordinator
J.D Irving, Limited (Real Estate Division) —Dartmouth, NS
- Full-time
- Microsoft Powerpoint
- Bilingual
- Microsoft Excel
Quick apply
PowerUP Entrepreneurship Program Coordinator
YWCA Halifax —Halifax, NS
- $50,000–$52,000 a year
- Weekends as needed
- Administrative experience
- Bachelor's
- First Aid Certification
Quick apply
8d
General Manager
Burger King - FMI Group —Lower Sackville, NS
- $40,000–$44,000 a year
- Weekends as needed
- Guest services
- Leadership
- Restaurant
- Dental care
Quick apply
2d
Administrative Assistant
Graybar —Dartmouth, NS
- No weekends
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
- Profit sharing
- Disability insurance
9d
Administrative Coordinator
Halifax Regional Municipality —Halifax, NS
- $52,399–$67,811 a year
- Overtime
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
5d
Development Coordinator
Dalhousie University —Halifax, NS
- $54,222–$72,426 a year
- Weekends as needed
- Hybrid work
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
- Dental care
- Tuition reimbursement
Partnership Coordinator
SKILLS CANANDA - NOVA SCOTIA —Dartmouth, NS
- $52,000–$55,000 a year
- Weekends as needed
- Microsoft Office
- Business development
- Presentation skills
- Dental care
- Employee assistance program
Quick apply
3d
Talent Pathways - Candidate Roster for Temporary Positions
Dalhousie University —Halifax, NS
- $20.69–$34.19 an hour
- Full-time
- Hybrid work
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
Workplace Experience Coordinator
Paramount Management —Halifax, NS
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
Marketing and Communications Specialist
Nourish Nova Scotia —Halifax, NS
- $60,060–$65,520 a year
- Full-time
- Hybrid work
- Social media management
- Writing skills
- English
- Disability insurance
- Dental care
Quick apply
11d
Sales Development Representative
Dash Social —Halifax, NS
- Full-time
- Organizational skills
- Wellness program
- Dental care
Real Estate Project Coordinator/Analyst
Real Estate —Dartmouth, NS
- Full-time
- Microsoft Powerpoint
- Microsoft Excel
- Project management
Aircraft Groomer
Executive Aviation —Halifax, NS
- $19.90–$23.75 an hour
- Part-time
Legal & Corporate Affairs Coordinator- Relocate to Port Hardy, BC
K'awat'si Economic Development Corporation —Canada
- $55,000–$65,000 a year
- Full-time
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
- Wellness program
- Relocation assistance
Quick apply
4d

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3d

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Office Manager

Port to Port Immigration Services Inc
Halifax, NS

Quick apply

Job details

Permanent | Full-time
$65,000–$80,000 a year
4 days ago

Qualifications

Microsoft Office
Administrative experience
Project management
Organizational skills
Office management
Microsoft Outlook Calendar
Communication skills

Full job description

THE COMPANY

Port to Port Immigration Services Inc. is a Halifax-based B2B immigration consulting firm specializing in Labour Market Impact Assessments (LMIAs), the Temporary Foreign Worker Program, employer-driven immigration solutions, international mobility, and other work permit pathways. We support approximately 70 employer-clients across the seafood, healthcare, hospitality, agriculture, and skilled trades sectors, helping them navigate complex regulatory processes to build and retain their workforce.

About the Role

We're looking for an organized, detail-oriented Office Manager to keep our day-to-day operations running smoothly. This role sits at the center of our office — managing client files, safeguarding sensitive personal and employer data, coordinating internal meetings, and administering staff scheduling. A key focus of this role is driving strong internal project and process management so that candidates move through the immigration pipeline efficiently and arrive at their workplace on time, keeping our employer-clients' staffing needs on track. You'll work closely with our consultants and leadership team to make sure the firm's operations are efficient, compliant, and dependable.

## Key Responsibilities

**Candidate Mobilization & Process Management**

- Oversee internal project management of each case's timeline, from application submission through to the candidate's arrival at the employer's workplace.
- Track key milestones and dependencies across the immigration process, proactively identifying and resolving bottlenecks that could delay a candidate's start date.
- Coordinate between consultants, employer-clients, and candidates to confirm travel, documentation, and arrival logistics are aligned with the partner employer timelines.
- Maintain and continuously improve internal process management tools and workflows (trackers, checklists, status dashboards) to standardize and speed up case progression
- Provide regular status updates to leadership and employer-clients on candidate pipeline timing and any at-risk arrivals.

**File & Records Management**

- Create, organize, and maintain client and case files (physical and digital), ensuring consistent naming conventions and version control.
- Track document intake, completeness, and retention/disposal schedules in line with firm policy and regulatory requirements.
- Support consultants by retrieving, updating, and archiving case documentation as files move through the immigration process.

**Data & Privacy**
- Ensure day-to-day handling of client, applicant, and employer information complies with PIPEDA and applicable Nova Scotia privacy requirements.
- Maintain secure storage and access controls for sensitive personal and immigration records, both digital and paper-based.
- Monitor and log data access, sharing, and retention practices; flag potential privacy issues to leadership.
- Assist in maintaining and updating internal privacy policies and procedures as the firm grows.

**Meetings & Internal Coordination**
- Schedule, prepare agendas for, and coordinate logistics for weekly team meetings.
- Take and distribute meeting minutes, track action items, and follow up to ensure completion.
- Serve as a point of contact between consultants, leadership, and external partners for scheduling needs.

**Scheduling & Staff Administration**
- Manage the team calendar for vacations, flex work days, and statutory holidays.
- Track and reconcile time-off requests against firm policy and staffing needs, flagging conflicts proactively.
- Maintain an up-to-date master schedule accessible to staff and leadership.

**General Office Operations**
- Order and manage office supplies and equipment.
- Support onboarding logistics for new hires (workstation setup, file system access, etc.)
- Assist leadership with ad hoc administrative projects as needed

## Qualifications

- 2+ years of experience in an office management, administrative coordinator, or executive assistant role, ideally in a professional services, legal, or regulated environment.
- Demonstrated project management or process management skills, with the ability to track multiple timelines simultaneously and keep cases moving toward deadlines.
- Familiarity with privacy legislation (PIPEDA or similar) is a strong asset; willingness to learn required.
- Excellent organizational skills with high attention to detail, especially when handling confidential information.
- Strong written and verbal communication skills.
- Comfortable working with both digital file systems and traditional paper records
- Proficiency with common office software (Microsoft Office/Google Workspace, calendar and scheduling tools).
- Discretion and sound judgment when handling sensitive client and employee data.

## What We Offer

- The opportunity to be a core part of a growing immigration consulting firm with a diverse, national client base.
- A collaborative, close-knit team environment.
- Exposure to the operational side of a regulated professional practice.

- RRSP Retirement Savings Plan.

- Profit Sharing Bonus.

- Flex Work Schedules

- 2 Remote Work Weeks Per Year

- Extended Health and Dental Coverage

---

Pay: $65,000.00-$80,000.00 per year

Benefits:

Dental care
Extended health care
Paid time off

Work Location: In person

Quick apply

Refine Your Search

executive coordinator jobs in halifax ns

Office Manager

Production Coordinator

Real Estate Analyst/Coordinator

PowerUP Entrepreneurship Program Coordinator

General Manager

Administrative Assistant

Administrative Coordinator

Development Coordinator

Partnership Coordinator

Talent Pathways - Candidate Roster for Temporary Positions

Workplace Experience Coordinator

Marketing and Communications Specialist

Sales Development Representative

Real Estate Project Coordinator/Analyst

Aircraft Groomer

Legal & Corporate Affairs Coordinator- Relocate to Port Hardy, BC

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