Provincial Administrative Assistant

*Please note that we are currently not accepting any more resumes for this position. Thank you!*

Job Type:      Permanent full-time
Location:      Dartmouth, NS, Canada
Job Title:       Provincial Office Assistant
Number of Positions:     1
Date Posted:    October 11, 2022

Start date:     As soon as possible

Compensation:     Range $17.00 – $21.00 dependent on experience


The Provincial Administrative Assistant Position is a key member of the Nova Scotia SPCA and is primarily responsible to support the administrative needs of the Nova Scotia SPCA Provincial Office Management Team, including the Board of Directors, Fundraising team and the College of Animal Welfare.



Responsibilities include but are not limited to:

• Creates a welcoming environment by greeting guests, answering phone calls, directing visitors, and taking messages.
• Provides administrative support to by processing mail, taking meeting minutes, filing, and preparing and proofreading correspondence, reports, and other documents as requested.
• Assist with donor relations, recognition and receipting. Responsible to convey accurate and appropriate information to donor needs by phone or in person. Updates donor database as appropriate.
• Assists college by answering questions and providing information, filing, locating desired information and materials, merging documents, preparing and/or proofreading correspondence, and other material.
• Assists with the college admissions and awards.
• Supports the work of the Nova Scotia Provincial Office by purchasing equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process to pay for goods or services purchased.
• Helps to organize events, as directed, by securing, food, preparing invitations, announcements, agendas, brochures, and packets, and assisting with the event as it occurs.
• Supports the administrative business functions of the Provincial Office by organizing the staff evaluation process, verifying and processing student and part-time employee time records, scheduling the use of facilities, or meeting rooms, and maintaining the security of classrooms, labs, equipment, and records.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Provides support to various SPCA Programs as requested. Including but not limited to the Pet Pantry, Spay & Neuter, PUP, Paws and Support and TNR Programs.
• Supports the department by performing all other duties as assigned by the CEO.

Required Skills

In addition to having the ability to travel and a valid Driver’s license, the following are some of the skills required of a Nova Scotia SPCA Provincial Administrative Assistant.

• Ability to multi-task and work under shifting priorities and deadlines
• Ability to work independently and as part of a team
• Excellent attention to detail
• Strong work ethic, willing to devote energy to a project
• Excellent people skills with a professional approach to all interactions
• Willingness to learn new skills
• Ability to work effectively with multiple stakeholders including: board members, volunteers and donors
• Experience working in a philanthropic environment is an asset.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills.
• Demonstrated experience working with senior volunteers.
• High level of professionalism and drive, with an infectious enthusiasm and passion for delivering results.
• Access to vehicle and valid driver’s licence and appropriate auto insurance required.


• Strong working knowledge of Microsoft 365, MS Word, Excel and PowerPoint.
• Knowledge of Databases. Experience with Raisers Edge would be an asset. Experience with LAMPSS would be an asset.
• Ability to type 50 WPM.
• Knowledge of the vocabulary around animal health and welfare would be an asset.

Additional Information

• This position may require a flexible schedule. Occasional evenings and weekends may be required.
• Driver’s license is required

Physical Requirements

• Physical ability to walk and/or stand on your feet throughout a normal workday required.
• Physical ability to lift and carry 40 pounds regularly.
• Working conditions include working alone, working outside in varying weather conditions, frequent interruptions, and some evening meetings.

Hours of Work

Work responsibilities require a standard 40 hours per week plus additional overtime as required fulfilling the duties associated with the position.

How to Apply

Nova Scotia SPCA is an equal opportunity employer and welcomes all qualified applicants, regardless of gender, race, age, sexuality, or disability.

The Nova Scotia SPCA provides a competitive salary with benefits and a rewarding work environment.  Interested applicants are asked to submit their resume and cover letter indicating salary expectations to

Please quote “Provincial Administrative Assistant” in the subject heading in your email reply.

* Evidence of full vaccination for COVID-19 is required prior to an interview being scheduled.