Minute

Career Opportunity

Minute Taker

(Full-time, permanent)

Closing:

August 12, 2026

Anticipated Start Date:

As Soon As Possible

Salary Range:

$40,923 - $43,415 Annually

(Based on Qualifications and Years of Experience)

General Description

The Minute Taker provides minutes of all Chief & Council Meetings, and other subcommittee meetings, as requested, ensuring governance processes operate with integrity, accuracy, and consistency. The role exists to record decisions, safeguard official records, coordinate agendas and information flow, and track resolutions through completion so leadership and staff act with clarity and accountability. Through culturally grounded and community centered practice, the position strengthens transparent decision making, protects the organization and governing body, and supports effective governance outcomes for Sipekne'katik.

Responsibilities

Governance Records and Proceedings Management 50%

• Record accurate, impartial minutes for Chief and Council meetings and assigned committee meetings, including in camera sessions.
• Submit draft minutes to the Executive Team within three (3) days for Council approval at the next scheduled meeting.
• Maintain official records for resolutions, motions, minutes, bylaws, and policies as authoritative sources.
• Implement and maintain electronic and paper filing systems and train staff on their use when required.
• Retrieve governance records (previous motions, resolutions, and minutes) as requested by the Senior Management Team.
• Protect the integrity, accuracy, and confidentiality of governance records.
• Ensure approved records meet consistency, formatting, and retention standards

Agenda Development and Meeting Coordination 5%

• Coordinate agenda development with the Chief, Executive Directors, committee chairs, and staff leads.
• Set submission timelines and ensure agenda materials are complete and organized.
• Prepare and distribute agenda packages to support informed decision making.
• Prepare Band Council Resolutions (BCRs) for review and approval from Chief and Council.
• Coordinate logistics for meetings, including meals, presenters, meeting materials, and documentation flow.

Resolution Tracking and Organizational Follow Up 20%

• Disseminate approved motions, resolutions, and directives to responsible parties within 48 hours.
• Assign follow up actions in consultation with Executive Directors.
• Track progress on Council and committee decisions in collaboration with senior staff.
• Provide status updates to support accountability and timely completion.

Governance Support and Advisory Practice 5%

• Use plain language documentation to improve clarity and understanding.
• Support culturally safe governance processes while maintaining neutrality.
• Provide administrative support on special initiatives.
• Perform other related duties as assigned.

Qualifications and Experience/Skills

• Office Administration diploma. A Bachelor of Business Administration or Public Administration is considered an asset. A combination of education and relevant experience is acceptable.
• Minimum one (1) year experience in an administrative role supporting senior leadership, executives, or elected officials.
• Experience in governance or elected official environments is an asset.
• Strong written and verbal communication skills with high attention to accuracy.
• Demonstrated ability to manage confidential and sensitive information with discretion.
• Knowledge of governance processes, records management, and meeting procedures.
• Strong organizational skills and ability to coordinate multiple deadlines.
• Ability to work impartially and maintain neutrality in politically sensitive environments.
• Proficiency in Microsoft Office applications and document management systems.
• Knowledge of Sipekne'katik community context and governance practices is an asset.
• Have a valid driver's license and reliable transportation.

• A Criminal Record and Vulnerable Sector check is required.

Working Conditions

• 5 days per week, Monday to Friday 8:00am to 4:00pm daily, 35 hours weekly

Benefits

This position comes with a variety of benefits including Sick, Personal and Vacation Leave, Health, Dental, Disability and Life Insurance, an Employee & Family Assistance Program and employer matched Pension Plan.

Please apply with a resume, cover letter and criminal records check to:

Human Resources Department

Email employmentapplication@sipeknekatik.ca

Mail/drop off: 522 Church Street, Indian Brook, NS B0N 2H0

We are an equal opportunity employer; however, qualified Aboriginal applicants will be given priority in accordance with the Aboriginal Employment Preference Policy of the Canadian Human Rights Commission. The Band will not assume any expenses related to any job application process, included but not limited to travel, relocation, and application development. Please note certain positions come with mandatory employee benefits.

Only those applicants who qualify for an interview will be contacted.