Job Description

Position Summary:

We are seeking a dynamic and highly organized individual to join our team as an Executive Assistant to the Board. This role provides a diverse range of support functions, including event planning and execution, board administration, communications support, proposal and report writing, and basic bookkeeping. The ideal candidate thrives in a fast-paced environment, is detail-oriented, and can manage multiple priorities effectively.

Key Responsibilities:

1. Event Planning & Coordination

Plan and execute in-person and virtual events, including logistics, vendors, registration, and follow-up. Manage event budgets and track related expenses. Prepare promotional materials and liaise with marketing/communications service providers.

2. Board Support

Coordinate board and committee meetings, including scheduling, venue/virtual setup, and distribution of materials. Preparation of agenda and meeting packages, with board and committee chairs. Take accurate and timely minutes and maintain board records including status of action items. Support the distribution of information from key partners to board members. Support board projects including cross-sector collaboration and special projects and initiatives. Assist with board correspondence and support governance functions.

3. Communications & Outreach

Draft newsletters, website content, social media posts, and press releases. Maintain brand consistency across communications. Support internal and external communications strategies.

4. Proposal Writing & Reporting

Assist in drafting and formatting grant proposals and funding applications. Support development of impact reports and program summaries. Track deadlines and maintain a grants/reporting calendar.

5. Other Administration Duties

Provide invoices and records of financial transactions to the bookkeeper and/or Treasurer, as required. Work within the approved budget.

Qualifications:

Post-secondary education in administration, communications, nonprofit management, or a related field. 2+ years of experience in a similar multi-functional administrative or support role. Strong writing and editing skills, with experience drafting professional documents. Proficiency in Microsoft Office and online conferencing platforms (e.g. MS Teams, Zoom). Demonstrated ability to achieve cost efficiencies and work within approved budgets. Experience using tools such as Canva, Mailchimp, and social media platforms is an asset. Highly organized, with excellent attention to detail and ability to manage competing deadlines.

Working Conditions:

A laptop, printer, and basic office supplies will be provided for remote work; candidate is responsible for having a workspace with internet access. Occasional work outside of regular business hours may be required. Occasional travel within Nova Scotia may be required. Although the successful candidate is not required to live in the greater Halifax area, the candidate should be a resident of Nova Scotia; travel to meetings and events in the greater Halifax area will not be compensated.

How to Apply:

Please send your resume and a cover letter outlining your relevant experience to info@aisc.ca by August 22, 2025.

Job Types: Part-time, Fixed term contract
Contract length: 7 months

Pay: $44,000.00-$52,000.00 per year

Expected hours: 30 per week

Benefits:

Flexible schedule On-site parking Work from home
Ability to commute/relocate:

Halifax, NS B3S 1C2: reliably commute or plan to relocate before starting work (preferred)
Experience:

Administrative: 2 years (preferred)
Language:

English (required)
Work Location: Hybrid remote in Halifax, NS B3S 1C2