- Executive Assistant

About Us The African Nova Scotian Justice Institute (ANSJI) works to address systemic racism in the justice system and to support fair, equitable, and culturally responsive outcomes for African Nova Scotians and Black people of African descent. ANSJI recognizes African Nova Scotians as a distinct people with a unique history and lived experience, particularly in relation to the justice system. Our work is grounded in community, collaboration, and practical approaches that respond to the needs of individuals and families.

Position Summary

ANSJI is seeking a highly organized, proactive, and dependable Executive Assistant to provide confidential administrative support to the Executive Director and senior leadership team and practical support to the Board of Directors and its committees. The successful candidate will manage schedules, prepare correspondence and meeting materials, coordinate logistics, maintain accurate records, and follow through on commitments.

This role helps the Executive Director and senior leadership team stay informed, prepared, and focused on organizational priorities. It also helps Board members participate effectively by ensuring meetings are well organized, materials are available on time, and decisions and action items are accurately recorded. The Executive Assistant works closely with the Board Chair, directors, senior leadership, staff, and external partners while exercising sound judgment and discretion.

Key Responsibilities

Executive and Administrative Support

· Manage calendars, meeting requests, appointments, and key dates for the Executive Director and senior leadership team; anticipate scheduling conflicts and help prioritize competing demands.

· Monitor and organize assigned correspondence and inquiries, draft routine responses, and flag urgent or sensitive matters for the attention of the Executive Director or appropriate senior leader.

· Prepare, edit, proofread, and format letters, reports, briefing notes, presentations, and other documents for review and approval.

· Prepare daily and upcoming meeting information for the Executive Director and senior leadership team, including background materials, agendas, contact details, and outstanding follow-up items.

· Coordinate travel, accommodations, itineraries, registrations, and expense documentation for the Executive Director and senior leadership team through approved processes.

· Maintain a confidential system to track priorities, commitments, deadlines, and follow-up actions for the Executive Director and senior leadership team; obtain updates and flag delays to the appropriate leader.

· Coordinate leadership meetings, record action items, and support communication among the Executive Director, senior leadership team, staff, and external partners.

Board and Committee Support

· Coordinate Board and committee meeting schedules, invitations, attendance confirmations, room bookings, virtual meeting links, and accessibility arrangements.

· Work with the Executive Director and Board Chair to assemble agendas; request reports and supporting documents and distribute approved meeting packages on time.

· Attend meetings, prepare clear and accurate draft minutes, and document decisions, resolutions, and assigned action items for review and approval.

· Maintain an action tracker and follow up with the responsible individuals on outstanding items and agreed deadlines.

· Organize approved minutes, resolutions, meeting materials, membership and contact lists, and other Board records in secure, accessible filing systems.

· Provide administrative assistance to Board members, including routine correspondence, expense claims, and honorarium documentation where authorized.

· Coordinate orientation and onboarding logistics for new Board and committee members, including welcome materials,



access to documents, and introductory meetings.

· Support Board retreats, training sessions, and the annual general meeting through scheduling, registration, materials preparation, and logistical coordination.

· Handle confidential and in-camera materials with discretion and follow established procedures for access, circulation, and retention.

Meetings Events and Project Support

· Coordinate logistics for organizational meetings, workshops, presentations, consultations, and partner engagements, including venues, invitations, catering, technology, and materials.

· Act as an administrative point of contact for partners, community members, and other stakeholders engaging with the Executive Director and senior leadership team.

· Gather background information, compile staff contributions, and organize documents to support reports, presentations, and assigned projects.

· Maintain project schedules and administrative tracking tools and follow up on assigned deliverables.

· Work with the Director of Operations and relevant staff to coordinate administrative needs and support organizational priorities as assigned.

Records Technology and Confidentiality

· Maintain organized electronic and paper records, contact lists, shared calendars, document templates, and distribution lists.

· Use Microsoft 365, virtual meeting platforms, and shared document systems to support efficient communication and meeting administration.

· Protect sensitive executive, senior leadership, client, staff, Board, financial, and organizational information and identify practical improvements to administrative workflows.

Qualifications and Experience

- · A post-secondary certificate, diploma, or degree in office administration, business administration, communications, or a related field, or an equivalent combination of relevant education and experience.

· At least three years of progressive administrative experience, including support to a senior leader, executive, or leadership team. · Experience coordinating meetings, preparing agendas and materials, taking accurate minutes, and tracking follow-up actions.

· Strong organizational and time management skills, with the ability to anticipate needs, prioritize requests, and manage multiple deadlines.

· Excellent writing, editing, verbal communication, and interpersonal skills, with careful attention to accuracy and detail.

· Demonstrated discretion, sound judgment, professionalism, and ability to handle confidential or sensitive matters.

· Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint or similar platforms, and ability to learn recent systems.

· Ability to work independently, take initiative, follow through reliably, and collaborate with staff, Board members, volunteers, and partners.

· Knowledge of African Nova Scotians as a distinct people and understanding of the systemic barriers affecting African Nova Scotian and other Black communities.

· Commitment to culturally responsive, respectful, accessible, and equitable practices.

· A Criminal Record Check, Vulnerable Sector Search and Child Abuse Registry Check will be required before starting employment. Having a criminal record does not automatically disqualify an applicant. Any findings will be assessed individually in relation to the duties and responsibilities of the position.

Assets





· Direct experience providing administrative support to a Board of Directors or committees.

· Experience in a nonprofit, community, legal, justice, or culturally specific organization.

· Experience coordinating events, retreats, travel, or projects involving multiple participants.

· Experience with document management systems, Board portals, or administrative reporting tools.

· Training or experience in legal administration, equity and inclusion, trauma-informed practice, or community engagement.

Working Conditions

- -Regular work is during ANSJI office hours, with some flexibility required for court, client, partner, community, evening, or weekend commitments.

-Work may take place onsite, remotely, in court settings, in community settings, and with partner organizations. -Travel within Halifax Regional Municipality and across Nova Scotia may be required.

-The work may involve high-stress situations, crisis response, and sensitive client information.

Compensation & Terms of Employment

This is a full-time position with a salary range of $58,000- $68,000 per year, plus benefits.

This position is designated for a person of African descent.

The African Nova Scotian Justice Institute (ANSJI) adopts the following definition from the African Nova Scotian Strategy:

“African Nova Scotians as a distinct people who descend from free and enslaved Black Planters, Black Loyalists, Black Refugees, Maroons, and other Black people who inhabited the original 52 land-based Black communities in that part of Mi'kma'ki known as Nova Scotia.”

ANSJI recognizes the unique histories, contributions, resilience, and lived experiences of African Nova Scotian communities, as well as the ongoing impacts of systemic and institutional anti-Black racism that continue to affect many individuals, families, and communities today. As an organization established to advance justice, equity, and community well-being for African Nova Scotian communities, ANSJI recognizes the importance of representation, lived experience, cultural knowledge, and community connection in the delivery of its programs and services.

Applicants will be asked to voluntarily self-identify as a person of African descent as part of the recruitment process. ANSJI particularly encourages applications from African Nova Scotians, recognizing the unique historical and contemporary experiences of African Nova Scotian communities and the organization's mandate to serve and support those communities.

ANSJI is committed to creating a respectful, inclusive, accessible, and culturally responsive workplace where all employees are supported to contribute fully and authentically. Accommodations are available throughout the recruitment, selection, and employment processes upon request.

How to Apply

Please submit your expression of interest to:

Sarah Upshaw, Director of Operations [email protected]

Subject line: Executive Assistant

This job posting closes on November 1st at 11:59pm.

Final Note

We recognize that candidates may bring different combinations of experience and qualifications. If you believe you have the skills and perspective to succeed in this role, we encourage you to apply.

Pay: $58,000.00-$68,000.00 per year

Benefits

- Dental care
- On-site parking
- RRSP match
- Vision care

Application question(s):
- This position is designated for a person of African descent.

Do you identify as a person of African Descent?
- The African Nova Scotian Justice Institute (ANSJI) adopts the following definition from the African Nova Scotian Strategy:

“African Nova Scotians as a distinct people who descend from free and enslaved Black Planters, Black Loyalists, Black Refugees, Maroons, and other Black people who inhabited the original 52 land-based Black communities in that part of Mi'kma'ki known as Nova Scotia.” Do you identify as African Nova Scotian?

Work Location: In person

📌 Executive Assistant (Halifax Regional Municipality)
🏢 African Nova Scotian Justice Institute
📍 Halifax Regional Municipality