Executive Assistant

Employment Opportunity: Executive Assistant

Location: Halifax, NS

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 is looking 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 ED’s office, providing coordination of administrative operations and supports to the Mi’kmaw 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
- 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
- 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
- Effective time management skills
- Must have reliable transportation, driver’s license and proof of insurance
- Must provide a background & vulnerable sector check upon hiring

Application Deadline: Open Until Filled

Disclaimer: 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 Mi’kmaw 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 person’s 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.

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

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

Licence/Certification:

- Driving Licence (required)

Work Location: In person

Expected start date: 2025-08-04