Administrative Assistant

3 weeks ago

Winnipeg, Canada City of Winnipeg Full time

Under the general direction of the Manager of the Indigenous Relations Division, the Administrative Assistant provides administrative support to the Manager, Indigenous Relations to achieve targets and deliver on strategic goals by providing a broad range of administrative support. The Administrative Assistant works in a fast-paced, deadline-oriented environment and is responsible for coordinating all aspects of the manager’s office, including: work flow, scheduling, meeting arrangements, facilitating requests for information, project status tracking, deadline control, priority identification, communications, and special project support.

In this multi-faceted role, the Administrative Assistant will also provide an advanced level of administrative support to various team members with complex organizational responsibilities to achieve divisional and corporate objectives. The incumbent is calm under pressure, proactive, quick thinking, able to deal with ambiguity and resolve challenges, highly organized, able to deal with confidential and politically sensitive matters, utilizes discretion, exercises sound judgment in workload management, and understands trauma-informed approaches through an Indigenous perspective (or is willing to learn). They should enjoy an innovative environment where challenging and interesting work is part of daily life.

**As the Administrative Assistant** **you will**:

- Provide administrative support to the Manager to ensure that the Indigenous Relations’ strategies as well as other organizational priorities are being addressed promptly by the Manager, or designate.
- Manage administrative responsibilities and processes for the Division, within requirements of divisional practices, organizational policies, processes, and administrative standards.
- Provide special project support that contributes to the advancement of the City’s commitments to reconciliation. Function as an administrative resource to the Indigenous Relations team.

**Your education and qualifications include**:

- A diploma in Office Administration or Business Administration; or an equivalent combination of education, training and experience.
- Three years of progressively responsible and diversified office and administrative experience.
- Previous experience working for a First Nation, Métis or Inuit government or Indigenous-led organization would be an asset.
- Experience developing and maintaining electronic workflow, deadline control and issues tracking systems.
- Relevant knowledge of First Nations, Métis, and Inuit historical experiences, current matters, and priorities.
- Strong interpersonal skills with the ability to develop effective relationships and work in a team environment.
- Strong organization and time management skills with the ability to manage multiple tasks and work in an environment with changing priorities and demands.
- Ability to type at 40 wpm.
- Ability to manage confidential and sensitive information in a competent, and culturally sensitive manner.
- Ability to handle / deal with sensitive material that could be emotionally, mentally and spiritually triggering.
- Ability to learn new software (i.e. Microsoft Teams, PeopleSoft, MasterCard/Pcard system, Zoom, etc.).
- Ability to prepare accurate and concise meeting minutes.
- Ability to prioritize tasks and meet deadlines.
- Ability to work independently and undertake assigned responsibilities and special projects with mínimal supervision and direction.
- Ability to work effectively and competently with internal and external partners in a positive, receptive and supportive manner.
- Strong attention to detail with the ability to input information into reports/forms/templates with a high level of accuracy.

Proficiency with Microsoft Office Suite (Word, Excel, Outlook and PowerPoint)

**Conditions of employment**:

- Must be able to travel throughout the City to attend off site meetings while on City business, as required.

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