Executive Administrative Assistant Needed Immediately

Executive Assistant 2 Department: Human Resource Services Designated Work Location: 510 Main Street : “Hybrid with designated work location ” Position Type: Temporary, Full-time Salary: $ 3,044.82 Bi-weekly Posting No: 124490 Closing Date: May 8, 2024 Providing a wide range of services to over half of all Manitobans, The City of Winnipeg is one of the largest employers in Manitoba. These include competitive salaries, employer-paid benefits, dental and vision care, pension plans, and maternity/parental leave programs. Additionally, we offer education, training, and staff development opportunities to ensure that our employees are equipped with the necessary skills to advance in their careers. Our Benefits web page provides detailed information about the benefits we offer, and we encourage you to visit it for further information at City of Winnipeg Benefits . Flexible work arrangements, which may include flexible hours, remote work, or a hybrid of remote work may be available; Please note that Employees who are approved to work remotely are responsible for and must demonstrate that they are available to return to their Designated Work Location and/or other work location to attend meetings or attend other tasks that occur in person. The City is committed to attracting and retaining a diverse skilled workforce that is representative and reflective of the community we serve. Indigenous Peoples, Women, Racialized Peoples, Persons with Disabilities, 2SLGBTQQIA+ Peoples and Newcomers are encouraged to self-declare. Job Profile Working under general supervision you will provide executive administrative support to the Director of Human Resource Services & Equity Office. HR Services (HR) is the people division of the City of Winnipeg, with almost 150 HR staff serving the city in 8 corporate HR divisions as well as 8 HR generalist department teams across the city. Your role will be a direct support to the Director and assisting senior HR leaders by providing excellent customer service, responsive administrative leadership to HR team members, city leaders, Mayor and Council, city staff, and our many workplace partners. Our ideal candidate is comfortable with a fast paced, constantly changing workplace, a large volume of work, managing multiple priorities, and can easily adapt and shift multiple times daily. As The Executive Assistant 2, You Will
moving, shifting, and adjusting time to meet the most important priorities.
Works with the HR Director and Senior HR Managers to determine department processes and offers opinions on workflow and problem solving. Uses administrative skills to coordinate HR service work and timely deliver on work outcomes.
Independently create and maintain tracking systems for work assignments, signed agreements, work priorities, scheduled reports, briefing notes, contracts, and daily work priorities.
Track, monitor, and organize HR related projects and priorities; assisting, researching, and or leading certain projects when requested.
Working with HR leaders and departments to gather opinions to maintain, research and update HR administrative standards and work procedures as required. Including tracking for bi-annual review and updates.
Coordinate work priorities with CAO’s office as needed.
Autonomously organize, prepare, and take minutes for the HR Director with complete follow up on action items including initiating work, completing or assigning tasks, reviewing progress, monitoring deadlines and future planning.
This also includes arranging space, technology, meeting room requirements, presentation material, food and security access as needed.
Respond to inquiries on behalf of the HR Director or escalates issues for resolution as appropriate to the Director, Corporate or Department HR teams or the CAO Office as needed.
Lead the planning of various department events, such as monthly meetings, work functions, employee events, and annual HR department planning activities, union and external partner meetings, etc.
Work with other Executive Assistants to coordinate and organize citywide HR response and or team information as required on behalf of the HR Director.
Supports the Director in the leadership and management of Equity Office projects, community relationships, EO meetings and related work.
Completion of a Bachelor's Degree in Business Administration and 3 years of Executive Assistant experience; OR has an equivalent combination including a post-secondary Certificate in HR/or Business Administration and 5 years directly related executive assistant experience.
Executive Assistant experience with Council processes from within the City of Winnipeg or similar organizations is preferred
Previous experience leading the administrative workflow of daily activities, including managing the time, calendar, and appointments in a similar size executive or senior level office with heavy volumes of work.
answering inquiries, fielding questions, creating responses, responding to queries and phone or email contact as needed.
Office management experience with the ability to create and deliver documentation, as well as, organize and retrieve requests in electronic and manual filing system.
Exceptional ability to communicate professionally both verbally and in writing, in an environment where politically sensitive, highly confidential, legal, and private employee and organizational matters are regularly received.
Exceptional organizational skills with the ability to autonomously function in a high volume, fast paced, consistently changing work environment, where priorities shift often through the day. Project Management facilitation skills with the ability to track, lead, monitor and organize projects, and participate in resource management, follow and future planning to meet the project's needs.
Advanced interpersonal skills with the ability to interact professionally with public officials, Senior Leadership, Management, HR team members, Union leaders, and city employees in a confidential and highly sensitive work environment.
Ability to work with other department EA’s to complete tasks and/or scheduling Corporate HR activities.
Basic knowledge and understanding of HR, and HR processes is an asset.
Knowledge of City of Winnipeg and Council protocols is a definite asset.
Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service at application.
The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
The successful applicant may be required to provide a vehicle for transportation while on City business, subject to the terms and conditions of the City’s Transportation Policy.
This position is eligible for flexible workplace arrangements. Weekend or evening work is rare but may happen from time to time. Office location is downtown at City Hall at 510 Main Street.
How To Apply APPLY ONLINE , including all documentation listed below:
Notes Online applications can be submitted at . Original job Executive Assistant posted on GrabJobs .