Administrative Assistant (Office & Program Support)

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The Opportunity

Reporting to the Executive Director the Administrative Assistant supports office coordination and assists senior staff through delegated administrative tasks related to education curriculum-development and policy/research initiatives.

Key responsibilities include:

Office Administration & Logistics

• Assist with scheduling meeting logistics catering and travel arrangements
• Prepare meeting materials and packages draft agendas as assigned and take minutes/notes for meetings and committees.
• Monitor the main office phone line and voicemail by logging and routing messages in a timely manner and escalating urgent or sensitive matters to senior staff as needed.
• Track inventory and manage ordering/printing of educational and awareness materials and office supplies for tabling events public education initiatives and internal training.
• Provide in-office coverage as required to ensure the office remains staffed and operational hours are maintained.

Communications & Social Media Support

• Support monitoring of THANS social media inboxes (e.g. Facebook and Instagram).
• Support basic social media posting tasks (e.g. scheduling and uploading posts) using approved templates and content under the direction of senior staff.

Program & Project Support

• Support conferences training sessions and public education activities through booking support set-up/take-down assistance and follow-up tasks.
• Assist with preparing and updating program materials using existing templates (e.g. slide decks handouts workshop materials).

Education Curriculum & Research Support

• Support education and curriculum-related work through administrative tasks such as formatting materials organizing content and incorporating edits and feedback into draft documents for internal review.
• Assist with basic research support tasks (e.g. gathering publicly available information and compiling resource lists) and prepare short summaries using templates and direction from senior staff.

Education & Experience

• Post-secondary diploma or certificate in Office Administration Business Administration or a related field and/or an equivalent combination of education and administrative experience.
• 3 years of experience in an administrative support or similar role.

Skills & Competencies

• Strong organizational skills with the ability to manage multiple tasks meet deadlines and follow through on assigned work.
• Strong written communication skills including proofreading and preparing well-formatted documents.
• Comfortable using common office technology and tools including Microsoft Office and/or Google Workspace (Word/Docs Excel/Sheets PowerPoint/Slides and email/calendar systems).
• Ability to complete information-gathering tasks (e.g. basic scans and summaries) using templates and direction from senior staff.
• Professional judgment discretion and ability to maintain confidentiality.
• Strong interpersonal skills and ability to communicate professionally with staff partners and the public.

Additional Assets (Nice-to-Have)

• Experience supporting training sessions workshops events or public education activities.
• Familiarity with Canva and/or basic document design and formatting.
• Experience working in a non-profit community-based or social services setting.

The Transition House Association of Nova Scotia (THANS) is an umbrella association of violence against women organizations across the province. Our 14 members support women and their families experiencing violence by offering services such as: 24/7 emergency shelter and crisis lines safety planning counselling outreach referrals and advocacy court accompaniment and system navigation.

Our mission is to eliminate violence against women in Nova Scotia by supporting and strengthening the work of our members. THANS works in partnership with government and community stakeholders to ensure sustainable funding effective policies and comprehensive services that meet the needs of survivors. We also lead public education and advocacy efforts to raise awareness and drive systemic change.

This role provides the right candidate with the opportunity to work with a passionate and dedicated team working with an incredible network of people dedicated to eliminating violence against women in Nova Scotia. Our team members also enjoy:

• A hybrid working environment with two days a week working from home.
• Full time hours occasional events during evenings and weekends.
• Some travel depending on organizational and project needs.
• Competitive compensation.
• Comprehensive health dental and wellness benefits.
• Paid vacation.
• $47995.56 - $56148.02 annually.

THANS is an inclusive employer and is committed to creating a workplace where everyone feels welcome. We value the diverse backgrounds lived experiences and perspectives that each person brings and we welcome applications from 2SLGBTQ Black Indigenous and People of Colour (BIPOC) women newcomers to Canada and people with disabilities. We encourage you to self-identify in your cover letter.

If you require accommodation during the application or interview process please let us know.