BIZ Job Posting: Executive Assistant

 
 

The Downtown Winnipeg BIZ needs a positive and professional team player to join our team in our fast-paced, dynamic office! 

Qualifications required: 

  • Completion of post-secondary office/administrative assistant education
  • Related administrative experience
  • Highly proficient in full Microsoft Office suite
  • Exceptional organizational and time management skills
  • Well-developed communication and interpersonal skills
  • Ability to take initiative and adapt to change in a fast-paced office environment
  • Professional, respectful and collaborative

Position Summary:

To provide full executive administrative support to the CEO and office administration handling the organizational running of the day-to-day office requirements.

Reporting Structure: 

  • Reports to the CEO.
  • Provides supervision, delegation and direction to Receptionist.

Work Hours: 

8:30 to 4:30, Monday to Friday, including a one-hour unpaid lunch break. Occasional evening and/or weekend work may be required to assist at events or meet deadlines.

Specific Duties and Responsibilities: 

Executive Administrative Support – 75%

  • Provide full administrative support to the CEO with an emphasis on complex calendar management, arrange and maintain CEO’s schedule and make appointments/reservations as requested.
  • Research, compile data and prepare information for consideration/use by the CEO.
  •  Complete administrative documents for CEO as needed.
  •  Arrange air travel, accommodations, itineraries, etc. for the CEO as well as staff, management and board members as needed
  •  Remind staff to meet deadlines for applicable duties (meetings, reports, proposals, etc.)
  •  Write, proofread, edit and format documents including charts, letters, reports and statistical information for the office and specific job related needs.
  •  Provide support for meetings (including board meetings) as needed (i.e. scheduling rooms, coordinating food, logistics)
  •  Coordinate tracking of expenses and invoices, working collaboratively with the Director of Finance

Board and Committee Related Support

  • Create and update annual meeting schedule and contact lists of Management Board, and BIZ Committees.
  • Liaise with Management Board and BIZ members on behalf of the CEO. Secretary for Management Board and Executive Committee
  •  Prepare and distribute minutes, reminders, agendas, and other material for Management Board, Executive Committee, and other meetings, ensuring all documents are properly stored for legal purposes.
  •  Ensure both the office and electronic copies of the board manuals are updated each January.
  •  Compile manuals for new Management Board members.
  •  Maintain and update the board webpage

General Administrative Support – 20%

  • Provides supervision to receptionist
  • Provide administrative support to management and other staff as time permits.
  •  Prepare letters, envelopes, etc. for mail outs utilizing databases and mail merges
  •  Coordination of data entry and maintenance of the organization’s CMR database (GoldMine), ensuring a high level of accuracy with the Host Ambassadors
  •  Lead support/coordinator in bulk mailing processes
  •  Act as primary contact with the IT service provider, arranging for service and coordinating IT related training
  •  Arrange for and/or train staff on office equipment, computer applications and procedures as needed.
  •  Review, evaluate and implement new office procedures to increase production, consistency and professionalism.

Reception Relief – 5% 

  • Provide reception relief during Front Receptionists vacation, sick leave, lunch hours, etc
  •  Greet and direct office visitors, answer main office telephone system, respond to direct requests for information and/or forward message to the appropriate staff in a professional and courteous manner
  •  Ensure the office is kept in an orderly and clean fashion
  •  Maintain knowledge of BIZ programs and services and ability to direct enquiries directly to the appropriate staff

Perform other duties and responsibilities as requested with a sense of humor and collaborative team spirit.

If interested, please apply by submitting your resume and cover letter by email with Executive Assistant/Office Administrator in the subject line by Monday, January 29, 2018 to hr@downtownwinnipegbiz.com.

All candidates are thanked for their interest and those who best meet the qualifications required will be contacted.