Executive Assistant

Mi'kmaw Native Friendship Centre; Halifax; On-site; CAD 45,000 - 65,000; Full time

Job summary

The Mikmaw Native Friendship Centre is seeking an Executive Assistant to support the Executive Director in a contract position. Responsibilities include managing schedules, organizing meetings, and providing administrative support. Candidates should have a relevant diploma, experience in a complex organization, and strong communication skills. This role offers an opportunity to engage with the Indigenous community while ensuring efficient operations within the center.

Qualifications

• High School and completion of secretarial / business office administration diploma from a recognized college.
• At least 3 years experience working within a complex organization with multiple departments.
• Effective verbal and written communication skills; personal attributes include attention to detail.

Responsibilities

• Providing reception support, answering calls, and maintaining schedules for the ED.
• Organizing meetings, drafting agendas, and taking minutes.
• Assisting with finance-related duties and preparing documents as requested by the ED.

Skills

Time Management

Organizational skills

Microsoft Office

Education

Secretarial / Business Office Administration Diploma

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

Google Suite

Job description

Employment Opportunity : Executive Assistant

Salary Range : To be determined by qualifications and experience

Employment Term : Contract August 2025 March 31 2026 (possibility of renewal until February 2027 as this is a leave coverage) 35 hours per week (Some evenings weekends or Holidays if required)

Reports To : Executive Director

General Description :

The MNFC islooking for one (1) Executive Assistant to help cover a leave . As a part of the administration team the Executive Assistant is responsible for providing administrative and clerical support directly for the Executive Director. This position services as the initial contact and resource person for the EDs office providing coordination of administrative operations and supports to the Mikmaw Native Friendship Centre employees. The Executive Assistant supports the activities of the ED as well as the Board of Directors committees or working groups as assigned.

Key Responsibilities :

• Providing reception support answering the phone & track call logs directs calls responds to inquiries distribution of in / out going mail / courier and maintains schedules for the ED
• Maintain current accurate office files and confidential records (keep files up to date & archive closed files yearly)
• Ordering and maintaining office supplies
• Scheduling and organizing meetings drafts agendas minute taking transcribing and distributing minutes
• Book appointments as required
• Assist with the planning / coordinating of travel for the ED
• Assemble and update material for packages presentations for information sessions
• Assist with scheduling and coordinating of information sessions
• Assist with finance related duties (cheque requisitions & cash flow)
• Prepare documents reports letters as requested by the ED
• Order and pick up any food / beverages required for any meeting held by ED members in your office
• Ensure confidentially of all records files unless release of specific information is authorized by the Executive Director
• Mail / Email out any memos notices to community members when requested
• Ensure the lights and office equipment are turned on / off upon arrival or before leaving the office each night & lock the door
• Assist and provide support for all staff members as directed by ED
• Plan and assist in community events
• Take additional training as required
• Adhere to all policies governing the MNFC
• May perform other related duties as assigned.

Qualifications :

• High School and completion of secretarial / business office administration diploma from a recognized college
• At least 3 years experience working within a complex organization with multiple departments
• Office administration- an understanding of relevant legislation policies and procedures
• Ability to work with modern technology including office software (Microsoft excel word email)
• Basic bookkeeping experience is an asset
• Experience working with the Urban Indigenous community will be considered an asset
• Understanding of Indigenous culture and traditions
• Can work independently or as a part of a team
• Personal attributes : interpersonal attention to detail analytical problem-solving skills honest trustworthy respectful and demonstrated sound work ethics
• Effective verbal and written communication skills
• Must have reliable transportation drivers license and proof of insurance
• Must provide a background & vulnerable sector check upon hiring

Submit Cover letter & Resume to : The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities duties and skills required of personnel working within this job title.

The Mikmaw Native Friendship Centre is an equal opportunity employer; and complies with all fair employment practices laws. We are committed to providing a workplace free form unlawful discrimination and harassment and prohibit the same against employees applicants or other covered persons by co-workers supervisors managers or third parties based on a persons race color religion creed sex sexual orientation gender identity national origin ancestry age veterans status disability unrelated to job requirements ethnicity genetic information military service political affiliation marital status and pregnancy or other protected status.

Qualified Indigenous applicants will be given priority in accordance with the Aboriginal Employment Preference Policy of the Canadian Human Rights Commission. The Mikmaw Native Friendship Centre (MNFC) reserves the right to refuse all applications for employment. The MNFC will not assume any expenses related to this or any job application process included and not limited to travel relocation and application development.

• Only those applicants who are selected for an interview will be contacted

Key Skills

Time Management,Microsoft Office,Organizational skills,Microsoft Outlook,Microsoft Word,Personal Assistant Experience,Microsoft Powerpoint,Calendar Management,Microsoft Excel,Administrative Experience,Microsoft Outlook Calendar,Google Suite

Employment Type : Contract

Experience : years

Vacancy : 1

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