Executive Assistant 2

2 weeks ago

Winnipeg, Canada City of Winnipeg Full time

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. We support a workforce of over 10,600 employees.

**As the **_Executive Assistant 2, _**you will**:

- Manage the time, calendar, and appointments of the HR Director; 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.
- Prepare, edit, and present for final review and signature the work required by the HR Director.
- 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.
- Ensure that the HR Director has the necessary documentation in advance of meetings. This also includes arranging space, technology, meeting room requirements, presentation material, food and security access as needed.
- Assist in the compilation of required information to draft a response to media, council, and citizen inquiries related to HR Services on behalf of the HR Director or City.
- 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.
- Brings important or sensitive matters to the forefront as needed.
- Supports the Director in the leadership and management of Equity Office projects, community relationships, EO meetings and related work.
- Perform other related duties as assigned.

**Your education and qualifications include**:

- 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.
- Individuals with lesser experience are encouraged to apply. 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.
- Has developed political acumen skills. Has an understanding of the unique work environment involving elected officials, public scrutiny and support for citizens in a large publicly funded workforce.
- Office management experience with the ability to create and deliver documentation, as well as, organize and retrieve requests in electronic and manual filing system.
- Ability to manage meetings by preparing for meetings, take minutes, distribute, complete action items and work assignments from various sources.
- 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. Ability to manage self and the HR Director consistently.
- 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

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