The Aboriginal Health & Wellness Centre of Winnipeg, Inc. is accepting applications from qualified persons for the Executive Assistant position. AHWC is committed to achieving employment equity, therefore encourage applicants to self-declare in cover letter if Indigenous (First Nation, Status and Non-Status, Metis and Inuit).
Position: Executive Assistant
Working under the direction of the Executive Director, the Executive Assistant is responsible for providing effective, administrative support for a range of comprehensive administrative functions including all administrative support to the Executive Director, Board of Directors, and all sub-committees.
It is expected that the Executive Assistant have the ability and skills to work with constituents who may be hostile, oppositional and volatile, while at all times maintaining composure and behave in a professional and dignified manner. The Executive Assistant shall ensure that all activities are undertaken in a manner that is consistent with, and complementary to, the Vision Statement, the Principles and Values and the policies and procedures of the Aboriginal Health & Wellness Centre.
The demand of the Executive Assistant role is substantial, as many responsibilities require a multitude of coordinating, scheduling, time management, attention to finer details and the ability to prioritize a number of competing demands.
The expectation of the Executive Assistant is to ensure that the administration of AHWC is efficient as it is essential to the Community We Serve.
Principal Responsibilities
- Work independently to provide administrative and office management support to the Executive Director
- Coordinate Executive Director’s calendar
- Monitor incoming electronic mail and maintain contact files to support efficiency
- Monitor pending projects to ensure organization and timeliness of follow-up
- Compose and prepare correspondence for Executive Director
- Support Executive Director by making travel arrangements and detailed travel itineraries
- Organize and maintain confidential files and office records
- Ensure forms are developed, properly formatted and filed for Executive Director access
- Support official meetings including the Board of Directors and operational meetings
- Coordinating and publishing agendas
- Scheduling conference rooms using Microsoft Outlook
- Providing support and training for audio visual equipment used in meetings
- Support Executive Director in generating documents summarizing financial, statistical and other information
- Support Executive Director by attending meetings, taking and transcribing notes as needed
- Composing, editing and publishing minutes
- Serve as a liaison between Directors and Coordinators
- Serve as a liaison between vendors, staff and visitors
- Serve as a liaison for facility inspection and appearance
- As directed by Executive Director coordinate with other AHWC personnel to ensure hospitality to visitors, employee recognition and social events
- Provide customer service and troubleshooting assistance for individuals by providing direct support or guidance to appropriate resources
- Maintain current filing and database system, and looking for ways to improve current systems
- Answer non-technical questions and direct calls appropriately
Administrative Functions
- Support and Assist the Executive Director’s daily functions
- Functions as an effective team member within the Centre and partner agencies
- Functions as Primary Administrative Support for the Executive Director including: answering the telephone, recording messages, maintaining calendar and/or appointment schedules, and preparing for meetings;
- Maintains all administrative filing systems
- Responsible for distributing and processing all incoming and outgoing correspondence for the Centre
- Coordinates and maintains administrative systems for all programs
- Orders and maintains standard stock of office supplies, office equipment, forms, brochure, and maintains key register and office inventory control system (cell phones, parking)
- Maintains an in-house communication and information systems
- Maintains an updated mailing list
- Transmits faxes and conducts photocopying as required
- Participates in training courses, in-services, etc. as required
- Responsible for coordinating and setting up meetings as required by the Executive Director.
- Coordinates and schedules breaks and lunch hour breaks with all clerical staff ensuring that administration offices are accessible at all times;
Board of Director Functions
- Ensures coordination and planning of all Board Meetings is carried out in a timely fashion
- Notifies and verifies board members’ attendance
- Ensures all Board member binders are updated monthly
- Takes minutes at all Board meetings as well as other meeting minutes as directed by the Executive Director
- Transcribes and distributes minutes within one week of meeting
Financial Functions
- Processes and ensures requests for purchases are approved
- Orders supplies and equipment, ensuring cost efficiency
- Verifies orders upon receipt
- Matches and forwarding requests for supplies, waybills, and invoice to Finance Officer, ensuring proper programs are invoiced
Qualifications
- Previous experience working with Executive and/or Senior Management
- Knowledge of clerical and administrative procedures and systems
- Ability to exercise good judgment and take initiative
- High standards of confidentiality to handle sensitive information
- Excellent communication and organizational skills
- Ability to research and problem solve with attention to detail
- Ability to be flexible and adapt to change
- Extremely detail orientated
- Work well with minimum supervision
- Ability to function as an effective team member.
- Recognized course in Business Administration or equivalent years’ experience deemed acceptable by AHWC
- Typing with a minimum of 40 WPM
- Strong interpersonal skills gained through working with diverse groups, individuals, and organizations.
- Proficient in a variety of computer software
- Knowledge and previous experience in data entry
- Ability to operate facsimile, photocopier, and business telephone system
- Experience in invoicing and accounts payable
- Valid Driver’s license and vehicle is required
- Ability to speak an Aboriginal language is a definite asset
- All employees subject to a criminal record and abuse registry checks
*We thank all those who apply, but advise only those selected for further consideration will be contacted.
Hours of Operation: 8:30 AM – 4:30 PM - Monday to Friday
How to apply:
Please provide a cover letter and resume to:
Kristi Fitzgerald - Coordinator of Human Resources
215 – 181 Higgins Avenue
Winnipeg MB R3B 3G1
Fax: (204) 925-3632
Deadline for submissions: April 17, 2024
Job Types: Full-time, Permanent
Pay: From $25.00 per hour
Expected hours: 40 per week
Flexible language requirement:
Schedule:
Work Location: In person
