Position Summary
The Administrative Assistant provides day-to-day administrative, reception, records, scheduling, correspondence, meeting, and office coordination support for ANSJI. The role helps keep office operations organized, confidential, responsive, and professional.
The Administrative Assistant reports to the Director of Operations and provides direct administrative support to the Executive Director and Senior Leadership Team. This includes support for the Director of Operations, Director of Legal Services, Director of Community Justice, and other senior leaders as assigned.
The role requires someone who is organized, steady, discreet, comfortable with technology, and able to support a busy team across ANSJI’s core pillars. The Administrative Assistant must be confident using computers, Microsoft Office, shared drives, online meeting platforms, scheduling tools, records systems, and other operations-related software used to support the organization.
Core AccountabilitiesOffice Administration and Coordination
- Coordinate general office administration, telephone, email, mail, courier, supply, and facility-related tasks.
- Prepare routine documents, correspondence, memos, letters, forms, reports, meeting materials, and other administrative materials.
- Carry out pre-meeting and post-meeting duties, including scheduling, room or virtual meeting setup, agendas, minutes, action tracking, and file storage.
- Provide administrative support to the Executive Director and Senior Leadership Team, including the Director of Operations, Director of Legal Services, and Director of Community Justice.
- Support document management, communications, meeting preparation, basic financial administration, and practical office needs across ANSJI’s core pillars.
Executive Director and Senior Leadership Team Support
- Support the Executive Director with scheduling, correspondence, meeting preparation, document organization, follow-up tracking, and routine administrative coordination.
- Provide administrative support to members of the Senior Leadership Team, including calendar coordination, meeting logistics, document preparation, file organization, and follow-up on assigned action items.
- Help coordinate leadership meetings, senior team materials, briefing documents, and internal communications as assigned.
- Track routine administrative deadlines, approvals, forms, reports, and follow-up items for the Executive Director and Senior Leadership Team.
- Maintain a high degree of discretion when handling leadership, staffing, financial, legal, Board, partner, and organizational information.
Board Administration and Coordination
- Support Board-related administration by preparing and coordinating Board correspondence, meeting packages, agendas, minutes, briefing materials, and reports.
- Provide logistical support such as meeting scheduling, room bookings, offsite planning, travel arrangements, accommodations, catering, technology needs, and other practical supports, in coordination with the Executive Director and Director of Operations.
- Support secure storage and organization of Board-related records, materials, minutes, and follow-up items as assigned.
Records, Data, and Confidentiality
- Maintain organized filing systems for documents, records, reports, contracts, correspondence, and administrative materials.
- Support secure filing, retrieval, archiving, and disposal of records in keeping with ANSJI policies and confidentiality requirements.
- Protect the security, integrity, and confidentiality of client, staff, legal, financial, Board, partner, and organizational information.
- Enter, update, and maintain administrative data with accuracy and attention to detail.
- Flag incomplete, inconsistent, urgent, or sensitive administrative information to the Director of Operations or appropriate senior leader.
Technology, Software, and Systems Support
- Use computers, Microsoft Office, shared drives, email, calendars, virtual meeting platforms, and other digital tools to support day-to-day office operations.
- Support the maintenance of office systems, templates, contact lists, calendars, SharePoint or shared document platforms, and standard administrative procedures.
- Assist staff and leaders with routine technology setup for meetings, presentations, virtual calls, document sharing, and office coordination.
- Learn and use operations-related software and systems that support scheduling, records, reporting, finance, HR, recruitment, communications, and office administration.
- Identify practical improvements to digital filing, templates, tracking tools, document naming, version control, and administrative workflows.
Financial and Operational Support
- Prepare or support invoices, expense forms, purchase documentation, financial statements, reports, and basic financial records as assigned.
- Assist with tracking office supplies, equipment, technology needs, maintenance requests, and procurement processes.
- Support onboarding logistics, staff scheduling needs, travel coordination, mileage forms, timesheets, leave forms, and related administrative processes where assigned.
- Provide practical support during audits, reporting periods, events, recruitment processes, and other operational priorities.
Team Support and Service Standards
- Provide respectful, culturally responsive, and professional service to clients, community members, partners, staff, Board members, and visitors.
- Work collaboratively with ANSJI staff across programs while maintaining clear boundaries and confidentiality.
- Respond to routine inquiries in a timely, professional, and helpful manner.
- Help maintain a steady, orderly, and responsive office environment.
- Identify practical improvements to office systems, workflows, templates, and tracking tools.
Decision-Making and Authority
- Redirects routine inquiries from clients, community members, partners, vendors, and visitors to the appropriate ANSJI staff member.
- Escalates urgent, sensitive, confidential, financial, safety, legal, Board-related, reputational, or staff-related matters to the Director of Operations or appropriate ANSJI senior leader.
- Ensures records, correspondence, files, and administrative documents are handled securely, accurately, and professionally.
- Works within approved ANSJI policies, procedures, and direction from the Director of Operations.
- Does not make binding financial, HR, legal, program, or Board decisions unless specifically authorized.
Qualifications and Experience
- Diploma, certificate, or degree in office administration, business administration, public administration, or a related field is preferred. A combination of education and relevant experience will be considered.
- Previous administrative, office management, reception, records, executive support, senior team support, or assistant experience.
- Experience supporting senior leaders, leadership teams, Boards, committees, or multi-person teams is an asset.
- Experience working in a nonprofit, community, legal, justice, government, or culturally specific organization is an asset.
- Demonstrated knowledge and understanding of African Nova Scotians as a distinct people and of social issues affecting African Nova Scotian communities is an asset.
- Knowledge of office systems, procedures, records management, scheduling, basic financial administration, and data management practices.
- Criminal Record Check and Vulnerable Sector Search may be requested before starting employment.
Knowledge, Skills, and Abilities
- Excellent organizational, time management, multitasking, and prioritization skills.
- Strong written and verbal communication skills with a professional and respectful service style.
- High degree of discretion and ability to work with confidential and sensitive information.
- Accuracy and attention to detail in documents, filing, data entry, scheduling, correspondence, and financial administration support.
- Ability to work independently, take direction, follow through, and support a busy team environment.
- Comfortable and confident with computers, software, Microsoft Office, email, calendars, online meeting platforms, shared document systems, and operations-related software.
- Advanced computer skills, including Microsoft Word, Excel, Outlook, Teams, PowerPoint, SharePoint or similar shared document platforms, and related programs, with openness to learning new technology.
- Ability to learn new systems quickly and support practical use of software, templates, tracking tools, and digital filing processes.
- Problem-solving skills and ability to keep office systems practical, orderly, and reliable.
- Ability to manage interruptions, competing priorities, deadlines, and sensitive information with calm judgment.
Working Conditions
- Regular work is during ANSJI office hours, generally 9:00 a.m. to 4:30 p.m., with some flexibility required during meetings, events, reporting deadlines, audits, recruitment, or urgent operational needs.
- Work is primarily office-based, with some remote, community, event, or partner-facing work as assigned.
- Occasional travel within Nova Scotia may be required.
- The work may involve frequent interruptions, competing priorities, deadlines, technology use, and exposure to sensitive information.
- The role requires regular use of computers, office equipment, software platforms, shared files, email, calendars, and virtual meeting tools.
Success Measures
- Office systems, records, correspondence, calendars, meeting materials, and administrative processes are organized, accurate, and confidential.
- The Executive Director and Senior Leadership Team receive timely, reliable, and professional administrative support.
- Staff, Board members, visitors, partners, and community members receive timely, respectful, and useful administrative support.
- Meetings, documents, invoices, reports, forms, technology setup, and routine correspondence are prepared and tracked reliably.
- Administrative risks, errors, gaps, urgent matters, and technology or systems issues are identified and escalated promptly.
- The role contributes to a steady, professional, well-coordinated, and technologically capable office environment.
How to Apply
Interested candidates are invited to submit a resume and cover letter outlining their experience, community connection, and interest in the role.
Apply through Indeed or applications can be sent to:
[email protected]
ANSJI is committed to equitable hiring practices and encourages applications from African Nova Scotian and Black candidates, as well as candidates with lived experience, community-based experience, and experience working with justice-impacted communities.
We thank all applicants for their interest. Only those selected for an interview will be contacted.
Pay: $42,000.00-$55,000.00 per year
Application question(s):
- This is a designated position for individuals who identify as African Nova Scotian or a Black person of African Descent, do you identify as a member of either of theses groups?
Work Location: In person
