Executive Assistant

2 weeks ago

Winnipeg, Canada Klinic Community Health Full time

**Requisition ID**: 336550

**Posting End Date**: May 15, 2023

**City**: Winnipeg

**Site**: Klinic Community Health

**Work Location**: Klinic Community Health

**Department / Unit**: Administration

**Posting Category**: Non-Clinical

**Union**: Exempt

**Anticipated Start Date**: ASAP

**FTE**: 1.0

**Anticipated Shift**: Days

**Annual Base Hours**: 2080

**EXECUTIVE ASSISTANT**

**FULL TIME POSITION**

**1.0 E.F.T. - 40 Hours Per Week**

**HOURS OF WORK**: Monday-Friday 0900-1700 Some evenings and weekends may be required

Klinic Community Heath is a pro-choice community health centre that provides primary care, education and counselling services to our local community and throughout Manitoba. Driven by our vision of creating healthy and engaged communities, we promote health and quality of life for people of every age, background, ethnicity, gender identity and socio-economic circumstances. Rooted in social justice values, we believe that everyone deserves quality care, support and respect.

***

Reporting to the Executive Director, the Executive Assistant is responsible for providing executive level administrative support to the Executive Director, Klinic Board, Management team and to the Human Resources function.

They will be responsible for preparing statistical reports and updating strategic plans, handling information requests, preparing correspondence and various communications, arranging conference calls, and scheduling meetings.

**QUALIFICATIONS**:

- Completed high school education Manitoba Standards, required
- Excellent computer skills are required with a high level of proficiency in MS Office Suite
- A combination of education and experience may be considered
- Advanced proficiency with computerized systems (Microsoft Office Word, Excel, Access, and PowerPoint) required.
- Typing speed 65 wpm
- Ability to compose correspondence on behalf of Executive Director / Directors / Managers
- Excellent verbal and written communication skills with proven ability to interact positively with internal and external stakeholders
- Ability to maintain confidentiality

**EXPERIENCE**:

- Minimum 5 years’ experience providing administrative support at a senior level, including two (2) years working directly with an Executive Director / Board of Directors
- Demonstrated organization skills including the ability to anticipate, plan, initiate and monitor multiple activities, timelines and requirements
- Five years directly related experience required including:

- Scheduling and coordinating meetings in computerized calendars (Outlook)
- Recording and preparing minutes and agendas
- Maintaining spreadsheets and databases
- Previous healthcare or non-profit experience preferred
- Experience working with Payworks payroll an asset
- Excellent interpersonal and administrative skills
- Ability to work in a dynamic, fast-paced environment
- Experience with and commitment to Reconciliation, and to dismantling racism and oppression within policies, procedures and practices.
- Commitment to promote health and quality of life for people of every age, background, ethnicity, gender identity and socio-economic circumstance
- Experience in trauma-informed practice

**RESPONSIBILITIES**:

- Prioritizes and organizes Administrative activities for the Board / Board Committees / Executive Director / Directors / Managers throughout the organization
- Manages and maintains the Executive Director’s calendar and schedule as required
- Schedules, provides notice and manages meeting logistics as requested by the Board and Management
- Supports Human Resources activities such as job postings, letters of offer, and employee onboarding
- Types, formats and proofreads material such as briefing notes, correspondence, minutes, agendas, manuscripts, policies, procedures, templates and letters to outside agencies
- Monitors the progress of the organizations Strategic Plan / Organization Projects / Initiatives and provides updates on a quarterly basis (as required)
- Assists the Directors/Managers with the ongoing monitoring and analysis of operating budgets and expenditures
- Takes initiative to handle matters and solve administrative problems such as process improvement or client / patient quality issues
- Develops, maintains and updates a variety of databases and performs supporting duties such as: Data collection and entry, analysis, and assisting with preparation of reports
- Approves payroll and provides payroll approval back up for vacation coverage as required
- Ensures work is completed within established timelines and deadlines
- Ability to communicate respectfully and maintain confidentiality is required
- Consistent demonstration of alignment with Klinic’s Vision, Mission and Values
- Demonstrated commitment to person centered, culturally safe care

**REQUIREMENTS**:

- Satisfactory Criminal Record, Child Abuse and Adult Abuse Registry checks
- Formal training in applied office skills is required (Microsoft Office Word, E

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