Administrative Assistant (6-Month Term)

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.

• Provide advanced administrative support to the Director, Energy Service Advice and Products, other Directors within the CS&E Business Unit and on occasion respond on the Director's behalf.
• Act as a primary point of contact for Directors and senior divisional staff, managing inquiries and coordinating timely responses with appropriate internal stakeholders.
• Expedite matters of high priority and a confidential nature for Directors and senior staff, exercising sound judgment in scrutinizing and redirecting items to ensure timely action.
• Manage the flow of information through the Director's office, including screening and monitoring incoming and outgoing correspondence, flagging urgent matters, and tracking deadlines and follow-ups.
• Draft, edit, proofread, and format high-quality documents including briefing notes, reports, recommendations, presentations, and correspondence.
• Conduct research, compile data, and prepare reports, summaries, and supporting analysis to inform divisional decision-making.
• Coordinate meetings, seminars, town halls, conferences, and events, including agenda preparation, minutes, recordings, room bookings, refreshments, and travel arrangements.
• Prepare and circulate divisional communications and coordinate input into regular reports such as quarterly business plan updates.
• Establish and maintain effective filing and records management systems, including abeyance and follow-up tracking to ensure required actions are completed.
• Develop, create, maintain, and update Power BI dashboards and related reporting tools to track performance metrics, priorities, and key divisional initiatives, ensuring information is accurate and current.
• Reconcile account and corporate credit card expenditures, manage cost-center administration, and coordinate ordering of office supplies.
• Maintain strong working relationships with executive offices and external contacts; remain current on digital office tools (e.g., Microsoft 365, Teams, SharePoint, Power BI); support leaders with setup and troubleshooting; and contribute positively to team effectiveness and continuous improvement.

• 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 and communication skills, including the ability to draft, edit, proofread, and format complex documents such as briefing notes, reports, presentations, and correspondence with a high degree of accuracy and professionalism.
• Demonstrated proficiency in Microsoft 365 applications (including Outlook, Teams, SharePoint, PowerPoint, Excel) and experience creating and updating Power BI dashboards and reports; working knowledge of SAP, HRMS, and other enterprise systems, with the ability and willingness to learn new technologies as required.
• Demonstrated high degree of initiative, maturity, judgment, and integrity, with the ability to work independently, proactively anticipate needs, and collaborate effectively within a team environment.
• Proven ability to handle sensitive, confidential, and time-sensitive information with discretion, sound judgment, and adherence to corporate privacy and security requirements.
• Strong organizational and time‑management skills, with the ability to plan and prioritize workload, manage competing demands, meet tight deadlines, and perform effectively in a fast-paced environment.
• Demonstrated ability to respond to inquiries in a tactful, diplomatic, and professional manner when interacting with internal staff, customers, external stakeholders, and executives.
• Strong understanding of corporate policies, procedures, governance structures, organizational objectives, and administrative practices as they relate to executive and divisional operations.
• Thorough knowledge of advanced office procedures and practices, including executive-level scheduling, records management, meeting coordination, reporting support, and continuous improvement of administrative processes.