Administrative Assistant

1 week ago

Membertou NS, Canada Union of Nova Scotia Mi'kmaq Full time

Department:

Capacity Development

Position: Administrative Assistant (Data Governance – Mi'kmaw Ethics Watch)

Supervisor: Research Analyst

Location: Membertou, NS

Closing: Open until Filled

Employment Term: 1-Year (With Possibility of Extension)

The overall purpose of the UNSM Capacity Development department is to support member First Nations strengthen their governance and program capacity by facilitating knowledge transfer through capacity-building training, workshops, and other tools; and by providing advisory support to build community capacity as requested.

Scope of Position

The Administrative Assistant must uphold the integrity of all projects by maintaining confidential and private information in accordance with OCAP principles. The Administrative Assistant performs a variety of support duties which include, organization of meetings, development of tools and records. Therefore, the Administrative Assistant must be able to manage multiple tasks and possess excellent time management skills, be responsive and able to take direction while being fully dedicated to their delegated tasks.

Key Responsibilities:

  • Maintain organized digital and physical filing systems for research applications, decisions, and correspondence;
  • Support communication between Mi'kmaw Ethics Watch, university departments, and Indigenous community partners;
  • Maintain strict confidentiality of all research applications, committee deliberations, and reviewer communications, in accordance with Mi'kmaw Ethics Watch protocols, university policies, and Indigenous data sovereignty principles;
  • Work with the Program Coordinator to assign files to reviewers based on areas of expertise and workload;
  • Assist in processing approved payments and travel claims;
  • Develop and maintain a document management system;
  • Record, transcribe and prepare minutes for all meetings;
  • Support the development and updating of policies, templates, and guidelines related to research ethics;
  • Monitor office equipment, inventory, and order supplies as necessary;
  • Produce kits/materials for meetings, conferences, training sessions, presentations;
  • Coordinate, facilitate communication, and network as required;
  • Coordinate meeting facilities/venues and catering services for meetings/events and arrange accommodation for meeting participants;
  • Coordinate travel arrangements such as flights and accommodations;
  • Assist with communications which includes webpage and social media contents and promotions; and
  • When required, participate in activities such as training, conferences and meetings

Please note that the duties outlined in this posting are not exhaustive and other duties may be required.

Qualifications:

  • Minimum high school diploma or equivalent. A diploma or certificate in Office Administration or equivalent is preferred.
  • 2+ years of Administrative and/or Executive Assistant experience.
  • Proficient in Microsoft Office (Word, Excel, PowerPoint), iOS hardware and software, Gmail, and Calendar.
  • Proficient in office equipment (printers, photocopier, fax, binding machine etc.).
  • Excellent written and verbal communication skills.
  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, member communities, and external partners.
  • Experience working with First Nations, both regional and/or community level is preferred.
  • Ability to understand, speak and translate Mi'kmaq into English is an asset.
  • Access to a reliable vehicle, and ability to travel within NS.
  • Valid driver's license required.

Last updated: November 4, 2025

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