Administrative Assistant

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.

Last updated: April 1, 2026

Closing Date: November 2nd