Administrative Assistant

Employment Opportunity – Full Time: Administrative Assistant

Location: Windsor, Nova Scotia Salary Range: $28.00 per hour Employment Term: December 2025 – March 31st, 2027, with possibility of extension) Full Time Reports To: Project Director, CIAO Project Coordinator Job Summary:

Operating under the sponsorship of the Mi'kmaw Native Friendship Center, Peer Outreach Support Services & Education is a cutting-edge peer driven, peer based, harm reduction and human rights education, support services and street level outreach project for peers, ages The POSSE project engages peers with lived and living experience, to assist them with developing the skills needed to be peer support workers, and to engage with their peers who may be struggling within their communities. We operate in Windsor / West Hants, Sipekne'katik, Sackville, and Dartmouth, with a home base being in Windsor.

The Crisis Intervention & Addictions Outreach (CIAO) program is a 24/7/365 community based mental health, substance use, and housing related crisis response model operated by the POSSE project, sponsored by the Mi'kmaw Native Friendship Centre. Crisis Responders provide crisis intervention, de-escalation, crisis management, referrals, service navigation, and follow-up support services to community members experiencing crises. The CIAO program operates across West Hants Municipality. The Administrative Assistant will be reporting to the POSSE Director, and the CIAO Project Coordinator to assist with administration, budget tracking, financial submissions, and office management. Must be able to maintain confidentiality, provide a safe, non-judgmental presence for marginalized groups, and uphold harm reduction and human rights values.

Primary duties and responsibilities:

• Maintain and monitor budgets through budgeting software and/or spreadsheets
• Prepare and submit reimbursements, travel claims, and financial reports
• Assist with project development, grant writing, and report preparation
• Navigate and maintain administrative and data collection systems
• Participate in data collection, entry, and analysis as required
• Communicate effectively in person, by phone, and via email with community partners and agencies (information gathering, booking trainings, coordinating services, etc.)
• Use Microsoft Outlook, OneDrive, and Office Suite (Word, Excel, PowerPoint) for documentation, reporting, and scheduling
• Organize and maintain both digital and hardcopy files
• Maintain a high level of confidentiality in all aspects of work
• Work collaboratively and independently, including from home when necessary
• Maintain an open-minded, inclusive, and nonjudgmental approach grounded in harm reduction and human rights principles
• Build and maintain relationships with stakeholders, community partners, and the broader community
• Work respectfully and effectively with diverse and marginalized populations, including youth, Indigenous community, 2SLGBTQIA+, First Nations, African Nova Scotians, immigrants, people experiencing: homelessness, people who use substances, people experiencing sexually exploitation, people living with mental illness, and people engaged in sex work
• Demonstrate motivation, adaptability, and professionalism in a fast-paced, community-based environment
• Coordinate meetings, communications, and document sharing within the POSSE and CIAO teams
• Uphold harm reduction, human rights, and anti-oppressive values in all interactions

Qualifications & Requirements:

• This position requires someone who works collaboratively with others, is motivated, works well independently, and is adaptable to work a variety of tasks.
• Diploma/graduate degree in related field (office administration diploma, business administration diploma, BBA, etc.) - or combination of work and education
• Minimum 3 years of administrative support or equivalent relevant experience
• Comprehensive knowledge of Microsoft office is mandatory, including Word, Excel, Outlook, and PowerPoint
• Technologically proficient
• A strong understanding of harm reduction policies and practices
• Able to maintain confidentiality
• Strong ability to work from a human rights, gender-based analysis, harm reduction, and anti-oppression lens
• Ability to communicate effectively
• High level interpersonal skills
• Multi-tasking skills
• Strong attention to detail
• Sensitivity to various barriers experienced by marginalized populations
• Able to use/access to a phone and computer
• Strong organizational skills
• Background Check, Vulnerable Sector Check & Child Abuse Registrar

Application Deadline: December 3rd, 2025 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 from 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, veteran status, disability unrelated to job requirements, ethnicity, genetic information, military service, political affiliation, marital status and pregnancy or other protected status.

The Mi'kmaw Native Friendship Centre (MNFC) and POSSE Project 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 screened in for an interview will be contacted