EXECUTIVE OFFICE ADMINISTRATIVE ASSISTANT

WINNIPEG, MB

• Competitive salary and benefits package.
• Defined-benefit pension plan.
• Nine-day work cycle which normally results in every other Monday off, providing for a balanced approach to work, family life and community.
• Flex-time and partially remote work schedule (providing the option to work remotely 3 days per 2 week period), depending on nature of work, operational requirements and work location.

• Provide administrative support for the Executive Office Lead, including redirecting enquiries, compiling information, and, occasionally, responding on the Executive Office Lead's behalf. 
• Type, proofread, edit, and format confidential correspondence.
• Act as a point of contact for the Executive Office Lead to assist in arranging meetings, special events, luncheons, appointments, seminars, town halls, conferences, and booking of conference rooms. 
• Assist with scheduling for the COO.
• With direction from the Executive Office Lead, assist with travel arrangements for the CEO and COO. 
• Process month end Visa reconciliation. 
• Receive guests for meetings in the Executive offices. 
• Process invoices and service entries.
• Organize and update the President & CEO SharePoint site. 
• Maintain the filing system and keep accurate records for information retrieval.
• At times, will be required to backfill for the Executive Assistants in the offices of the Vice-Presidents. 
• Ensure maintenance of office equipment & adequate supply of office materials for the Executive offices. 
• Open, sort & classify mail for the Executive Office Lead and sort and distribute mail for the remainder of the Executive staff on the 22nd floor.
• Participate actively and positively in the development of the team and the achievement of the team's goals and administrative functions.

• Minimum Grade 12 plus successful completion of business/administrative courses and three years of related experience. 
  OR
• Grade 12 plus four years of related experience.
• Highly developed administrative skills, including excellent business English, grammar, spelling, typing, and ability to understand, interpret, and accurately apply written and oral instructions. 
• Demonstrated ability to use office support systems, such as the Microsoft Office Suite of products and applicable uses of SAP and HRMS, together with the willingness and capacity to learn other systems as required.
• Demonstrate a high degree of initiative, maturity, judgment, integrity, and the ability to foster and contribute to a positive  team environment. 
• Proven ability to handle confidential matters with discretion and security. 
• Demonstrated ability to prioritize work assignments, meet established deadlines, work under pressure, time constraints, and minimal supervision.
• Ability to plan and organize work, assess priorities, and work under stressful conditions. 
• Proven ability to respond to inquiries in a tactful and diplomatic manner. 
• Possess a thorough knowledge of corporate policies, procedures, organizational structure, objectives, and basic operations. 
• Willing and capable of taking initiative where standards are not developed or where processes are not defined.
• Possess a thorough knowledge of office procedures and practices. 
• Ability to provide guidance to junior staff, as required.