Administrative Assistant

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The Opportunity

Reporting to the Executive Director and Operations Manager the Administrative Assistant provides comprehensive administrative coordination and organizational support to ensure the smooth day-to-day functioning of Harbour House. This role requires a high level of professionalism discretion judgment and adaptability and is well suited to someone with demonstrated success in a complex people-centred environment.

This is a public-facing role within a sensitive service setting and requires a strong commitment to confidentiality ethical practice and respectful engagement.

Core responsibilities include:

Administrative & Operational Support

• Provide administrative support to the Executive Director and Operations Manager
• Coordinate prepare edit and proofread correspondence reports presentations meeting materials and promotional content
• Proactively manage calendars schedules and contact information to support effective use of leadership time
• Coordinate meetings conference calls virtual meetings and in-person gatherings including preparation of materials and minute-taking
• Arrange travel schedules and reservations

Financial & Records Management

• Assist with banking petty cash expense tracking and submission of invoices to bookkeeping staff
• Maintain accurate and well-organized manual and electronic filing systems (financial HR governance and operational records)
• Support donation and fundraising administration including maintaining donor records and preparing income tax receipts
• Assist with data tracking reporting and basic analysis as required

Communication & Engagement

• Provide backup reception services including answering phones responding to electronic inquiries and greeting visitors and donors
• Support organizational communications including social media and digital content under direction
• Coordinate the flow of information internally and with external partners and service providers

Facilities & Coordination

• Coordinate maintenance requests and scheduling and maintain a database of service providers
• Order office supplies and maintain inventory
• Support the Board of Directors with administrative and coordination tasks as required

Other

• Carry out additional administrative duties as assigned in response to emerging organizational needs

Experience

• Minimum of three (3) years of proven success in a similar administrative role
• Demonstrated experience supporting senior leadership in a professional environment
• Experience managing confidential information with discretion and integrity

Technical Skills

Working knowledge of commonly used office and digital tools including:

• Word processing and document preparation
• Spreadsheet and data tracking tools (e.g. Excel or equivalent)
• Design and visual communication tools (e.g. Canva)
• Email and calendar management systems
• Cloud-based file storage and collaboration platforms
• Social media platforms for organizational communication and outreach
• Ability to quickly learn new software and systems

Professional & Interpersonal Skills

• High level of professional integrity discretion and ethical judgment
• Excellent written and verbal communication skills
• Strong organizational and coordination abilities
• Attention to detail and commitment to accuracy and quality
• Ability to work independently take ownership of tasks and contribute positively to a team
• Flexibility and adaptability in a dynamic service-oriented environment

South Shore Transition House Association Harbour House has supported women and children in Lunenburg and Queens Counties for almost 40 years. Harbour House is a safe non-judgemental trauma-informed environment providing shelter and outreach services to women and their children who have experienced or are at risk of experiencing violence and abuse.

For more information on Harbour House please visit our website.

Position Details

• Location: Bridgewater Nova Scotia (Hybrid)
• Employment Type: 1-year term with possibility of extension (dependent on funding)
• Hours: 35 hours per week (Option to work these hours over 4 days)
• Wage: $28.00 per hour
• Union Status: Non-Union

Benefits to Working with Us

• Comprehensive health benefits after 3 months of employment
• Flexible work arrangements - Hybrid optional 4-day work week flexible start and end times all upon request
• Access to Harbour Houses professional development/education fund
• Paid vacation time
• The opportunity to make a difference in the lives of women and children while working alongside an amazing team!

South Shore Transition Housing Association is an equal opportunity employer that values the diversity of people and communities and is committed to excellence and inclusion in our organization. We are committed to an environment that is barrier free. If you require accommodation during the hiring process please inform us in advance to arrange reasonable and appropriate accommodation. Applicants are encouraged to self-identify. Priority will be given to members from a diversity or equity seeking group.