Executive Assistant

Statement of Intention
We’re looking for someone who brings calm, clarity, and care to their work—someone who can keep things moving behind the scenes and help leadership stay focused on the big picture. If you’re an experienced and highly organized person who thrives in fast-paced environments and values confidentiality, professionalism, and connection, we’d love to meet you.

Preference will be given to qualified Indigenous applicants, particularly those who identify as Mi’kmaq and/or are members of Millbrook First Nation. To ensure a thoughtful and inclusive process, we’ve partnered with the P4G search team, who are committed to fostering a safe and supportive environment. They’re here to listen and help accommodate your needs, making sure your journey with us is intentional and inclusive.

About Millbrook First Nation
Millbrook First Nation is a Mi’kmaq community located within the town of Truro, Nova Scotia, with additional reserve lands in Beaver Dam, Sheet Harbour, Dartmouth, and Cole Harbour. The community has steadily built a reputation for strong economic development, with thriving ventures such as the Millbrook Power Centre, a gaming centre in Cole Harbour, and a wharf in Sheet Harbour.

At its heart, Millbrook is a community that leads with care, with deep respect for Mi’kmaw ways of being, and a strong vision for the health and well-being of all generations.

About the Administration Office
The Executive Office plays a central role in guiding the strategic and day-to-day operations of Millbrook First Nation. From supporting Chief and Council to working with departmental teams and community members, this office helps ensure smooth coordination, clear communication, and responsive leadership.

This Moment, This Position
Reporting directly to the Executive Director, the Executive Assistant is a key member of the administration team and helps ensure the Executive Office runs efficiently, ethically, and in alignment with community priorities. You’ll take the lead on calendar management, meeting preparation, travel coordination, project tracking, and internal and external communications.

This role requires a high level of professionalism, discretion, and adaptability, and is ideal for someone who takes initiative, anticipates needs, and thrives in dynamic environments. You’ll be the central point of contact for the ED’s office, managing complex information and building strong relationships while keeping things organized and moving forward.

How You’ll Contribute
Executive & Administrative Support

• Manage the Executive Director’s calendar, meetings, travel, and day-to-day priorities.
• Respond to inquiries and visitors with professionalism and cultural awareness.
• Prepare meeting agendas, reports, letters, and other correspondence.
• Take minutes, track action items, and ensure timely follow-up.
• Maintain confidential files, manage records, and support financial admin (e.g., expense claims, requisitions).
• Support the coordination of key events and gatherings such as the AGM and MLT Meeting.
• Assist with time sheets and administrative workflows in accordance with policy.

Communication, Coordination & Collaboration

• Liaise with Council offices, senior leadership, departmental staff, and community members.
• Draft and send internal and external communications on behalf of the Executive Director.
• Help prepare for leadership and team meetings, including agenda creation and follow-up.
• Track deadlines, outstanding requests, and ongoing projects.
• Maintain a respectful and welcoming tone in all communications.

Strategic & Operational Support

• Conduct research and provide background materials to support decision-making.
• Help with proposal writing and reporting.
• Anticipate needs and flag risks, challenges, or areas where process improvement may be needed.
• Ensure confidentiality and uphold Millbrook First Nation’s values and policies.

What You’ll Bring
Education & Experience

• College diploma or degree in Business or Office Administration (or related field).
• At least 10 years’ experience in a senior administrative or executive support role.
• Experience working in Indigenous or First Nations communities is considered an asset.
• Demonstrated ability to write meeting minutes, reports, and professional correspondence.

Knowledge

• Strong understanding of Mi’kmaq culture, governance, and community priorities.
• Knowledge of meeting coordination, record-keeping, and confidentiality protocols.
• Familiarity with basic financial processes (e.g., expense claims, requisitions).
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Skills

• Exceptional organization, time management, and problem-solving skills.
• Professional, clear communication—both written and verbal.
• Ability to anticipate needs, follow through, and manage multiple deadlines.
• Critical thinking and sound judgment.
• Ability to maintain confidentiality and navigate complex, sensitive matters.

Personal Attributes

• Calm, respectful, and community-oriented.
• Thoughtful and culturally aware.
• Self-motivated, dependable, and proactive.
• Flexible and capable of navigating changing priorities.
• Collaborative and compassionate—someone others trust and rely on.

Other Requirements

• Valid Nova Scotia Driver’s License and access to reliable transportation.
• Satisfactory Criminal Record Check

The Package

Status: Full-time (32-hour work week)
Location: On-site in Millbrook, with occasional travel
Salary: $70,000 – $80,000 (commensurate with experience)
Benefits: Health & Dental, Pension Plan, Vacation
Hours: Monday to Friday, with some flexibility for evening meetings

How to Apply

Applications will be accepted until 12:00 pm on July 7, 2025.

Please include a cover letter that shares a bit about who you are and what draws you to this opportunity. Wela’lin!

What to Expect
Placemaking 4G (P4G) is a Social Enterprise Community Interest Company (CIC) in Nova Scotia dedicated to human-centred recruiting and fostering inclusive workplaces. We connect purpose-driven organizations with talent that aligns with their mission, creating spaces where people feel valued and supported.

Here’s what the process will look like:

• We read every application and cover letter (we promise).
• Shortlisted candidates will be invited to a conversation with a Lead Placemaker from P4G.
• Selected candidates will move to a virtual interview with representatives from Millbrook First Nation and P4G.
• Finalists may participate in a second-round interview or practical activity.
• References will be contacted before presenting an offer.