Administrative Assistant

Job summary

The Administrative Assistant will provide comprehensive support to the Data Governance team, including coordinating meetings, travel, and document management. They are responsible for maintaining project integrity, processing payments, and assisting with communications and community engagement initiatives.

Job details

Union of Nova Scotia Mi’kmaq Capacity Development Job Description Department: Capacity Development Position: Administrative Assistant (Data Governance) Supervisor: Data Governance Manager Location: Membertou Office / Hybrid Employment Term: 1-Year (With Possibility of Extension) The Union of Nova Scotia Mi’kmaq (UNSM) Capacity Development department supports member First Nations in strengthening governance and program capacity. Our strategic priorities include governance, planning, infrastructure, emergency management, and community development. MAWKIM is the data governance team of the Union of Nova Scotia Mi’kmaq (UNSM). The team supports Mi’kmaw communities in Nova Scotia and Newfoundland through ethical data stewardship, Indigenous data sovereignty, research, governance support, community engagement, and data literacy initiatives. 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 and events. 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: Coordinate meeting facilities/venues and catering services for meetings/events and supports participant needs; Coordinate travel arrangements such as flights and accommodations; Produce kits/materials for meetings, conferences, training sessions, presentations; Record, transcribe and prepare minutes for all meetings; Assist in processing Manager-approved payments and travel claims; Monitor inventories, track equipment purchases, and order supplies as necessary; Coordinate, facilitate communication, and network as required; Develop and maintain document management systems; Assist with communications 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, photocopiers, etc.); Excellent written and verbal communication skills; Self-motivated, team player excited to work in a fast-paced environment, and complete tasks in a timely manner; 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; Access to a reliable vehicle, and ability to travel provincially, regionally and nationally; Valid driver’s license required; and Ability to understand, speak and translate Mi’kmaq into English is an asset. **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. Last updated: April 1, 2026 Closing Date: November 2nd

What you’ll do

The Administrative Assistant will provide comprehensive support to the Data Governance team, including coordinating meetings, travel, and document management. They are responsible for maintaining project integrity, processing payments, and assisting with communications and community engagement initiatives.

Requirements

Candidates must have a minimum of a high school diploma and at least two years of administrative experience. Proficiency in Microsoft Office and strong interpersonal skills are required, with experience working with First Nations communities considered an asset.

Listed skills

• Time management · Preferred
• Administrative Support · Preferred
• Microsoft Office · Preferred
• Communication Skills · Preferred
• Inventory management · Preferred
• Relationship Building · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Data governance
• Meeting coordination
• Travel arrangements
• Minute taking
• Document management
• Microsoft Office
• Communication skills
• Time management
• Relationship building
• Inventory management
• Event planning
• Indigenous data sovereignty
• OCAP principles
• Office Equipment
• Office Administration
• Data Literacy
• Inventory Monitoring
• Data Sovereignty
• Strategic Prioritization
• Data Ethics
• Valid Driver's License
• Planning
• Self-Motivation
• Microsoft Word
• Microsoft Excel
• Research
• Apple IOS
• Capacity Development
• Communication
• Community Development
• Data Governance
• Document Management Systems
• English Language
• Governance
• Interpersonal Communications
• Microsoft PowerPoint
• Presentations
• Stewardship
• Time Management
• Travel Arrangements
• Verbal Communication Skills
• Transcribing

Job areas

• Administrative
• Government & Public Sector
• Data & Analytics
• 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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