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Executive Assistant

4 months ago

Portage la Prairie, Canada Portage Clinic Full time

**Job Overview**:
We are seeking a highly organized and detail-oriented individual to join our team as an Executive Assistant. As an Executive Assistant, you will provide administrative support to our executive team and contribute to the overall efficiency and productivity of our organization.

**Responsibilities**:

- Provides confidential, executive level administrative support to the CEO and Board of Directors, as well as other Leadership Team members as required, including a broad variety of administrative tasks.
- Provides calendar management and coordination as required.
- Oversees inventory management system, including ordering, audits and reconciliations.
- Operates as back up for accounting department including overseeing payroll, accounts payable and accounts receivable.
- Assists with the development and maintenance of communications and communication lists including stakeholder registries.
- Participates as an adjunct member of the Leadership Team including assisting in scheduling /coordinating meetings, coordinating the development of meeting agendas and meeting packages, attending meetings, preparing and distributing minutes, etc.
- Provides contract management administrative support to the CEO.
- Drafts correspondence on behalf of the CEO.
- Prepares and/or edits documents, such as status reports, financial tracking, expense reports, memos, etc.
- Creates spreadsheets, manages databases, prepares presentations.
- Assists with completion and submission of regularly scheduled reports. Types and formats policies, pamphlets, forms, letters, reports, etc.
- Provides assistance with various projects including policy/standard operating procedure development and maintenance.
- Plans, coordinates and participates in the support of projects.
- Prepares data analysis and research for project proposals, business cases, evidence informed briefing notes, public policy, etc.
- Assists with the development and maintenance of project management.
- Assists with research, prioritization and follow up of issues.
- Liaises with internal and external stakeholders on behalf of leadership.
- Develops and maintains an administrative filing system. Files as necessary and maintains the security and confidentiality of all files.
- Acts consistently in the workplace according to basic values of honesty and openness.
- Other duties as assigned.

**Qualifications**:

- Education:_
- Grade 12 or equivalent
- Completion of a recognized administrative program preferred or a suitable combination of education and experience
- Specialized Knowledge:_
- Advanced knowledge and ability to use Microsoft Office including Word, Excel, Access, PowerPoint, Teams, etc. required
- Working familiarity with QuickBooks is an asset
- Familiarity with Generally Accepted Accounting Principles (GAAP) is an asset
- Familiarity with CRM systems (e.g. Accuro) is an asset
- Skills:_
- Accurate and efficient typing skills
- Professional level verbal and written communication skills
- Critical thinking and problem-solving skills
- Team player
- Exemplary planning and time management skills
- Professional and discrete when performing all duties
- Satisfactory employment record
- Abilities:_
- Demonstrated self-start ability to work independently with mínimal supervision. Must be able to exercise initiative and independent judgement in determining work priorities.
- Good organizational, analytical and interpersonal skills with the demonstrated ability to communicate effectively, both verbally and in writing with staff, outside organizations and the public required.
- Strong attention to detail.
- Proactive approach to problem solving and strong decision-making skills.
- Ability to work with a variety of sensitive information and maintain confidentiality.
- Ability to work under pressure and meet deadlines.
- Ability to adapt to change and work with frequent interruptions.
- Good physical and mental health to meet the demands of the position.
- Experience:_
- Minimum five (5) years related executive administrative experience is preferred.

Pay: From $40,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 2024-05-22