Executive Assistant to The President

4 weeks ago

Winnipeg, Canada Assiniboine Park Conservancy Full time

**Executive Assistant to the President & CEO**

**About APC**

Creating the future vision for one of Winnipeg’s most prized treasures, Assiniboine Park Conservancy (APC) is the not-for-profit organization that oversees Assiniboine Park’s operations and ensures its ongoing redevelopment and financial viability. Our team is inspired to create and deliver extraordinary experiences for the people who visit and use the Park and Zoo including building friendly, supportive, effective relationships with stakeholders, community and the general public.

**The Role**

The Executive Assistant to the President & CEO is responsible for providing highly confidential, executive level administrative support to the President & CEO. The Executive Assistant to the President & CEO has access to information of the highest level of confidentiality and sensitivity in the organization and acts as the main executive administrative liaison with the APC Board of Directors. This position works closely with the Executive team and plays an important role in the achievement of the APC’s vision of being a world class facility.

The Executive Assistant provides administrative and operational support to the day-to-day work routine of the President & CEO. This position coordinates and manages executive scheduling; oversees incoming and outcoming correspondence; prepares and organizes documents, presentations, and reports; supports board meetings; organizes travel, and other various administrative tasks required to support the President & CEO with a high degree of accuracy and confidentiality. The Executive Assistant exercises a high degree of initiative and anticipates the needs of the President & CEO by consistently acting independently under limited general direction.

**Responsibilities**:

- Coordinate meetings, prepare and distribute meeting agendas and presentations, take meeting minutes and manage the President & CEO calendar.
- Complete expense reports for the President & CEO, tracking and itemizing expenses per department as well as prepare and track the annual budget for the President’s office.
- Research and investigate information that provides a foundation from which to enable strategic decision-making by others.
- Provide Federal & Provincial Governments Oversight Committee support.
- Maintain Federal Government Lobbyist Registration.
- Supports the APC Executive, Leadership Group, and Core Team meetings.
- Maintain Government Relations/Communications matrix.
- Handle all incoming and outgoing correspondence for the President’s office.
- Maintain a centralized electronic and paper filing system and manage office supplies.
- Coordinate the APC Board of Director’s meeting date logistics, prepare meeting agendas and materials as directed, attend and take meeting minutes, and prepare and distribute meeting minutes.
- Establish and maintain good working relationships with Board Members and Board Executive Assistants.
- Provide support and delivery of a coordinated, centralized approach to maintaining a consistent & efficient flow of operational business requirements.
- Plans APC functions as required and organizes and participates in departmental meetings, conferences, and project team activities.
- Maintain a positive response to requests made at short notice, providing quick and efficient responses or required actions.
- Demonstrated commitment to continuous learning & the career development needed in order to fulfill the changing requirements of the job.
- Design and document processes, procedures and controls for the consistent and uniform management and effective control of operational outputs.
- Performs other related duties and responsibilities as required.

**Requirements**:

- University/College Degree in Administration, Management, or a related field.
- 10 years’ experience at high-level administrative support roles.
- Understanding of HR principles, report preparation and finance/accounting processes.
- Demonstrated knowledge of software packages such as Microsoft Word, Excel, and PowerPoint.
- Must demonstrate knowledge of sound business practices, managing competing priorities successfully.
- Excellent attention to detail and accuracy.
- Ability to handle highly sensitive and confidential information with professionalism and discretion.
- Superior communication and interpersonal skills.
- Strong creative competencies, including the ability to design innovative process solutions that make APC’s administration more efficient and effective.

**Deadline to apply**: December 15, 2023

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