Executive Assistant
College of Pharmacists of Manitoba
Winnipeg, MB
The College of Pharmacists of Manitoba (the College) was established in 1878 and is the pharmacy regulatory and licensing authority in Manitoba. The principle mandate of the College is to protect the health and well-being of the public by ensuring and promoting safe, patient-centered and progressive pharmacy practice in collaboration with other health care professionals.

The College is presently in search of an experienced Executive Assistant to join the staff. If you are looking for a varied and challenging role in a fast-paced environment, and aspire to do meaningful work, then we want to meet you.

About the Position:
Your primary goal as Executive Assistant is to provide support to the Registrar and Deputy Registrar. Your main areas of responsibility will be split into three streams: administration, schedule management and coordination, and communications coordination.

Administration – you will manage a large amount of specialized documentation and information, in both hard copy and digital format. You will attend meetings and take meeting minutes, draft correspondence, format, proofread, and edit documents as needed. You will handle records, reports, and database information, maintaining the highest level of confidentiality, and in accordance with College policy.

Schedule management and coordination – you will be the point person coordinating the work and schedule of two senior executives, in conjunction with the other schedules, events, and activities of the College Council, committees, and staff. You will book and confirm appointments, prepare and distribute meeting materials, and ensure that the Registrar and Deputy Registrar have access to the tools and information they need to deliver on their daily responsibilities effectively.

Communications coordination – you will screen, prioritize, and coordinate the various communication platforms of the Registrar and Deputy Registrar to ensure matters are addressed in a timely fashion. You will identify issue and assist in finding solutions as needed. You are creative and precise, ensuring that all work meets your high standards of accuracy and professionalism, while following the College’s established procedures.

Additionally, you will be taking the lead on several standard administrative duties, including, but not limited to:

  • Receive and screen inbound calls, e-mails, mail, and visitors for the Registrar and Deputy Registrar
  • Research/prepare notes, agendas, and other materials for meetings/events
  • Prepare and review presentations
  • Organize meeting and event logistics (venue, AV, catering, travel arrangements, etc.)
  • Monitor and maintain registrar calendars, including scheduling of meetings and events as well as travel plans
  • Complete expense reports
  • Operationalize regulatory and governance matters such as consultations, general meetings, and annual planning
  • Maintain strict confidentiality of all materials
  • Troubleshoot and/or escalate office administration issues
The best in this role will go beyond keeping good minutes and an accurate calendar: they’ll proactively identify issues, prioritize their time, and find ways to be effective in the big picture as well as the day-to-day. If you are ready for the unexpected and bring professionalism to every aspect of your work, this is the role for you.

Working at the College of Pharmacists of Manitoba:
The College staff is a small team working in a friendly, highly collaborative environment. Staff are bound closely by a commitment to serving the public interest and have shared values of integrity, respect, accountability, and lifelong learning. Most importantly, every day, team members go home knowing that their accomplishments make a difference in the lives of Manitobans.

This is a full-time permanent position with hours from Monday to Friday, 8:30 am – 4:30 pm in the College office, with occasional requirements for extra hours for events etc. Salary range will be between $40,000 - $47,000 per year, in addition to a compensation package that includes a 100% employer-covered health care benefits plan, group retirement savings contribution after one year, continuing professional development opportunities, and 3-weeks’ vacation to start.

The College office is located across the street from a beautiful park, and is within walking distance from The Forks and walking trails. Surrounded by huge trees and ample free parking, it offers a bright and sunny workspace.

Qualifications

We are looking for:
  • 3+ years’ progressive experience in office administration, including experience as an executive assistant, preferably in a regulatory environment
  • Degree/diploma in business administration or similar (asset)
  • Experience in professional writing/communications
  • Experience managing highly confidential information
  • Strong computer skills, and proficiency with MS Office, Adobe, (particularly Word, Excel, and PowerPoint or similar)
  • Proficiency with data management and filing systems
  • Experience working as part of a health regulatory college is a significant asset
How to Apply

The online application process should take 10 to 15 minutes to complete and provides us with the opportunity to learn more about you. It assesses your qualifications and provides additional information on your workplace preferences. After submitting, you will be able to view your results.

We strive to build diverse teams that reflect the community, and encourage applications from underrepresented groups. If you require assistance through accommodation in the recruitment process, please contact us using the “Help” button.

We will review applications, with priority given to those who have completed the assessment and look forward to hearing from you.