Administrative Assistant

We are seeking an enthusiastic, highly organized **Administrative Assistant** who shares our commitment to lifelong learning and enjoys supporting meaningful work within the community.

**Organization:** Pictou County Continuous Learning Association (PiCCoLA)

**Location:** New Glasgow, Nova Scotia, with occasional responsibilities at our Pictou learning site.

**Reports To:** Executive Director

**Employment Type:** Fixed-Term Contract

**Contract Period:** Upon hire through June 26, 2027

**Hours of Work:** 28.125 hours per week (75% Full-Time Equivalent)

**Position Summary**

The Administrative Assistant plays an essential role in the daily operations of PiCCoLA. Reporting directly to the Executive Director, this individual provides administrative support, coordinates events, manages office purchasing, and assists with promoting the organization through social media.

The successful candidate will be proactive, resourceful, detail-oriented, and able to work independently while contributing positively to a collaborative team environment.

**Key Responsibilities**

**Administration**

* Provide administrative support to the Executive Director and staff.
* Answer telephone and email inquiries professionally.
* Welcome learners, volunteers, partners, and visitors.
* Maintain accurate files and records.
* Assist with scheduling meetings and maintaining calendars.
* Prepare documents, correspondence, and reports.
* Maintain confidential learner and organizational information.

**Event Coordination**

**Coordinate PiCCoLA events including:**

* Lunch and Learn sessions
* Information sessions
* Community outreach events
* Staff meetings and professional development activities

**Responsibilities include:**

* Booking venues and meeting spaces
* Ordering catering
* Coordinating registrations
* Preparing materials
* Communicating with participants
* Assisting with event set-up and clean-up
* Liaising with presenters and community partners

**Purchasing and Office Management**

* Purchase office supplies while maintaining budget expectations.
* Research products and suppliers to obtain the best value.
* Maintain inventory of office supplies.
* Coordinate equipment servicing as required.
* Ensure meeting rooms and common areas are organized and welcoming.

**Social Media and Communications**

**Manage PiCCoLA’s social media presence by:**

* Creating engaging content for Facebook, Instagram, and TikTok
* Promoting programs and events
* Highlighting learner success stories (with appropriate consent)
* Increasing community awareness of adult education opportunities
* Monitoring engagement and responding appropriately to comments and messages
* Maintaining a positive and professional online presence

_Experience using **Canva** is considered an asset._

**Other Duties**

* Support special projects as assigned.
* Participate in staff meetings and professional development.
* Perform other related administrative duties that support PiCCoLA’s mission.

**Qualifications**

**Required**

* Diploma or certificate in Office Administration, Business Administration, or a related field, or an equivalent combination of education and experience.
* Excellent written and verbal communication skills.
* Strong organizational and time management skills.
* Proficiency with Microsoft Office or Microsoft 365.
* Ability to manage multiple priorities simultaneously.
* Strong attention to detail.
* Ability to maintain confidentiality.
* Excellent interpersonal and customer service skills.

**Assets**

* Experience working within a non-profit organization.
* Experience coordinating events.
* Experience managing social media accounts.
* Experience using Canva.
* Knowledge of adult education or community-based programming.

**Skills and Competencies**

**The successful candidate will demonstrate:**

* Exceptional organizational skills
* Initiative and self-motivation
* Creativity
* Professional judgement
* Budget-conscious purchasing
* Strong written communication
* Positive attitude
* Flexibility
* Reliability
* Problem-solving abilities
* Ability to work independently
* Commitment to continuous learning
* Respect for diverse backgrounds and life experiences

**Working Conditions**

* This position is primarily office-based in New Glasgow with occasional travel to the Pictou learning site and community events.
* Occasional evening work may be required for special events or community outreach activities.
* The successful candidate may occasionally lift boxes of office supplies or event materials weighing up to approximately 25 pounds.

**What Success Looks Like**

**Within the first six months, the successful candidate will:**

· Coordinate Lunch and Learn events efficiently and professionally.

· Build engaging social media content that increases community awareness.

· Purchase office supplies responsibly while remaining within budget.

· Develop organized administrative systems that support staff and learners.

· Represent PiCCoLA professionally in all communications.

· Demonstrate initiative by identifying opportunities to improve office efficiency and community engagement.

**Compensation**

* Hourly Wage: **$26.27**
* Vacation Pay: 4%
* Health Benefits after three months of employment
* Employer-matched Pension Plan (4%)
* 3 paid Professional Development (PD) days per year plus an annual PD budget
* Office closure during the Christmas break (2 weeks) and March break (1 week). Salary may be distributed evenly across the contract period.