Administrative Assistant

Job summary

The Administrative Assistant provides clerical, scheduling, and office support to the Health Branch to ensure efficient daily operations. Responsibilities include maintaining records, coordinating meetings, preparing documents, and assisting with basic financial processes.

Job details

Union of Nova Scotia Mi’kmaq Employment Opportunity Health Department · Membertou, Nova Scotia Job Title: Administrative Assistant Term Position: 1-Year (opportunity for renewal) Scope of Position The Administrative Assistant will provide administrative, clerical, communications, scheduling, and office support to UNSM’s Health Branch. This position will help ensure the efficient day-to-day operation of the Health Branch by maintaining records, coordinating meetings, preparing documents, supporting correspondence, assisting with basic financial processes, and responding to internal and external inquiries in a professional and timely manner. Key Responsibilities: Provide administrative and clerical support, including filing, data entry, document preparation, and record maintenance; Coordinate meetings, calendars, appointments, travel, agendas, and meeting minutes; Prepare, proofread, and distribute correspondence, reports, briefing materials, and other documents; Respond to phone, email, and in-person inquiries and direct requests as needed; Maintain office supplies, contact lists, electronic files, and administrative tracking systems; Assist with basic finance administration, including purchase requests, invoice processing, and related documentation; Perform other related administrative duties as required. Qualifications: Post-secondary education in office administration, business administration, or a related field, or an equivalent combination of education and experience; Minimum of one year of relevant administrative or office support experience; Strong organizational skills with the ability to manage multiple tasks, meet deadlines, and maintain attention to detail; Effective written and verbal communication skills and the ability to handle confidential information with professionalism; Proficient with email and Microsoft 365, including Word, PowerPoint, Excel, OneDrive, and Teams; Experience preparing meeting materials, taking minutes, maintaining files, and supporting office procedures; Ability to work independently and as part of a team in a busy office environment; Knowledge of Indigenous and/or Mi’kmaq communities is an asset; Ability to speak and/or understand the Mi’kmaq language is an asset; Travel within and outside of the province may be required; therefore, a valid driver’s licence and access to a reliable vehicle are required. Location: Membertou Salary: Based on qualifications and experience Closing Date: Open until filled **Please attach cover letters, resume and references** **Only potential candidates considered will be contacted for interviews. Personal suitability will also be considered during the hiring process. UNSM hires based on merit and is committed to employment equity. We encourage all qualified persons to apply; however, qualified Aboriginal applicants will be given priority in accordance with the Aboriginal Employment Preference policy of the Canadian Human Rights Commission. Disclaimer: The Union of Nova Scotia Mi’kmaq reserves the right to refuse all applications for employment at any time during the hiring process. No applications will be accepted beyond the closing deadline. While we appreciate all applications, only those candidates short-listed for an interview will be contacted. UNSM may cancel, postpone, or revise employment opportunities at any time.

What you’ll do

The Administrative Assistant provides clerical, scheduling, and office support to the Health Branch to ensure efficient daily operations. Responsibilities include maintaining records, coordinating meetings, preparing documents, and assisting with basic financial processes.

Requirements

Candidates must have post-secondary education in office or business administration and at least one year of relevant experience. Proficiency in Microsoft 365 and strong organizational and communication skills are required.

Listed skills

• Administrative Support · Preferred
• Data entry · Preferred
• document preparation · Preferred
• Microsoft 365 · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• OneDrive · Preferred
• Teams · Preferred
• Communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Clerical support
• Data entry
• Document preparation
• Meeting coordination
• Calendar management
• Correspondence
• Financial administration
• Microsoft 365
• Word
• PowerPoint
• Excel
• OneDrive
• Teams
• Record maintenance
• Communication
• Office Supply Management
• Employment Equity
• Office Administration
• Proofreading
• Professionalism
• Organizational Skills
• Ability To Meet Deadlines
• Administrative Functions
• Microsoft Teams
• Microsoft Excel
• Business Administration
• Clerical Works
• Data Entry
• Document Preparations
• Finance
• Invoicing
• Taking Meeting Minutes
• Office Procedures
• Microsoft PowerPoint
• Verbal Communication Skills
• Scheduling
• Filing
• Detail Oriented

Job areas

• Administrative
• Healthcare
• Government & Public Sector
• Social Services
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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