Administrative Assistant

Winnipeg, MB

• Competitive salary and comprehensive benefits package.
• Defined-benefit pension plan for long-term financial security.
• Nine-day work cycle, typically resulting in every other Monday off to support 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 Directors including the redirecting of inquiries, coordinating responses of other managers in the division, and on occasion responding on the Director's behalf.
• Responsible for expediting matters of high priority and/or of a confidential nature for the Directors and senior divisional staff and in their absence, scrutinizing and directing matters to those individuals within the Division to provide the necessary action in a timely manner.
• Responsible for controlling the flow of information through the Directors' office, including screening and monitoring incoming and outgoing email/mail, drawing attention to deadlines and urgent matters and proofreading and formatting all documents such as briefing notes, letters and recommendations.
• Establish and maintain good communication with the People Safety Health and Wellness (PSH&W) Vice President's office and external service contacts. At times will be required to backfill for the Executive Assistant in the office of the Vice President of PSH&W.
• Act as a point of contact for the Directors, arrange meetings, appointments, seminars, townhalls, conferences and functions as required including preparation and distribution of agendas, minutes, recordings, booking of conference rooms and refreshments, and arranging travel details for the Directors and senior divisional staff.
• Preparing and circulating divisional communications and facilitating input into regular reports, such as quarterly business plan updates.
• Provide guidance to divisional staff on matters related to procedures, internal directives, and correspondence such as memos, letters, briefing notes, recommendations, etc.
• Establish and maintain a filing system including abeyance or pending files requiring further action and follow up to ensure action is taken. 
• Reconcile account and corporate credit card expenditures for the Directors' cost centre and ordering office supplies.
• Perform various duties which may include; reviewing daily workflows, running training reports and maintaining the divisional SharePoint site.
• Maintain a current understanding of the latest digital office tools including Microsoft Office Suite, such as MS Teams, to assist the Directors and senior divisional staff in their use, set up and troubleshooting.
• 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 written and verbal communication, 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 and integrity and ability to foster and work in a team environment.
• Proven ability to handle confidential matters with discretion and security.
• 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.
• Possess a thorough knowledge of office procedures and practices.