Location: Nova Scotia SPCA – Provincial Office – Dartmouth NS
Number of Positions: 1
Job Start Date: ASAP
Job Type: Full-Time
Salary: Starting at $25 hourly, with additional considerations based on skill and
experience.
The Nova Scotia SPCA is hiring a highly organized, proactive, and detail-oriented Executive Assistant to support the Leadership Team and Board of Directors in a dynamic and fast-paced environment.
The Nova Scotia SPCA is a registered charity dedicated to aiding companion animals in need throughout Nova Scotia. Thanks to the generous support of our donors and clients, we supported nearly 24,000 pets in 2024 through animal welfare efforts, innovative programs, and rehoming initiatives.
The Executive Assistant is a key role contributes to the smooth operation of governance functions, executive coordination, internal communications, and organizational events. The successful candidate for this position will be a strong communicator, discreet with confidential information, and skilled in managing multiple priorities with accuracy and professionalism.
If you are interested in connect your skills, dedication, and passion with having a lasting impact on animals and communities across Nova Scotia, see below for more information about the position and how to apply!
Key Responsibilities:
Board & Governance Support
- Coordinate all Board and Committee meetings, including scheduling, logistics, agenda preparation, and distribution of meeting materials.
- Record, finalize, and distribute accurate and timely minutes for Board and Committee meetings.
- Organize the Annual General Meeting (AGM), including documentation, communications, and logistical support.
- Assist in preparing and distributing Board reports and presentations.
- Maintain the annual calendar for all Board and Committee meetings.
- Manage and update the Board intranet, ensuring current documentation, meeting schedules, and resources are readily accessible.
Executive & Leadership Team Support
- Provide direct administrative support to the Leadership Team, including calendar management, meeting coordination, and preparation of agendas and materials.
- Track and follow up on action items and deliverables from leadership discussions and strategic initiatives.
- Maintain key institutional documents, overseeing version control, approvals, and reviews.
- Support internal communications across departments to ensure effective information flow.
- Assist in drafting communications, presentations, and reports for executive use.
- Coordinate special projects and strategic initiatives as assigned by leadership.
Operations & Event Coordination
- Lead the coordination of staff and volunteer appreciation events and other internal engagement initiatives.
- Organize logistics for organizational events, including booking venues, travel arrangements, vendor management, and on-site support.
- Maintain an annual calendar of events and organizational milestones aligned with strategic priorities.
- Oversee facilities-related tasks, such as coordinating with vendors, managing maintenance and renovation projects, and monitoring office supplies.
- Manage the SPCA vehicle fleet, including scheduling, maintenance tracking, and data management using fleet software.
- Coordinate Occupational Health & Safety (OHS) teams across the organization to ensure compliance and shared best practices.
And other duties as required.
What You Bring to the Role:
- Minimum 5 years of experience in an Executive Assistant or senior administrative support role, ideally within a non-profit or board-governed organization.
- Solid understanding of governance best practices, meeting procedures, and administrative protocols.
- Excellent verbal and written communication skills, with a high degree of professionalism.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaborative platforms (e.g., SharePoint).
- Strong project coordination and event planning skills.
- Exceptional organizational skills, with the ability to prioritize multiple tasks and meet deadlines.
- Strong written and verbal English language competencies.
- Proven ability to handle sensitive information with discretion and integrity.
- Strong interpersonal skills and the ability to build positive working relationships across teams and stakeholders.
What we offer:
- Extended health and dental package after 3 months of employment
- Employee Assistance Program
- RRSP match after 1 year of employment
- Professional development opportunities
- Veterinary services discount for employee pets
- Pet supply and SPCA Thrift Store discounts
Hours of Work:
Work responsibilities require a standard 40 hours per week with flexibility around special
events.
How to apply:
Interested applicants are asked to submit their cover letter indicating salary expectations and resume to resumes@spcans.ca or use the apply now function on Indeed. Please quote “Executive Assistant” in the subject heading in your email reply. As a part of our hiring process, we require applicants to complete behavioural and cognitive assessments. It is our intention to start reviewing resumes immediately and quickly start the interview process. If this posting remains on the website, it is an indication that the position has not been filled, and we are still accepting resumes.
Nova Scotia SPCA is an equal opportunity employer that values fairness & respect in the workplace and welcomes all qualified applicants, regardless of gender, race, age, sexuality, or disability.
We thank all applicants for their interest in a career at the Nova Scotia SPCA, however, only those selected for interview will be contacted.
