BIZ Job Posting: Executive Assistant/Office Administrator



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

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

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.

Specific Duties and Responsibilities:

Executive Administration 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 Administration 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 this sounds like you, email your resume and cover letter with “Executive Assistant/Office Administrator” in the subject line by December 8, 2017 to: 

 We thank all applicants, but only those selected for an interview will be contacted.