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Executive Assistant to the Executive Director

2 months ago

Winnipeg, Manitoba, Canada North End Community Renewal Corporation Full time

National Occupation Code: 12100

Position Type: Full-Time (Mon – Fri, 9 am to 5 pm) (Occasional Evenings/Weekends)

Job Summary: The Executive Assistant plays a vital role in bolstering the effectiveness of the Executive Director by managing administrative tasks, facilitating communication, and acting as a strategic gatekeeper. This position ensures the Executive Director's efforts are concentrated on critical leadership and organizational priorities, contributing to the overall success and efficiency of North End Community Renewal Corporation.

Key Responsibilities:

Administration:

  • Optimize administrative procedures to enhance productivity and efficiency.
  • Analyze documents and prepare executive summaries to inform decision-making.
  • Manage confidential records and files with discretion and attention to detail.

Meeting Coordination:

  • Prepare for meetings, including scheduling and booking venues, to ensure seamless execution.
  • Ensure the Executive Director is prepared with necessary documents and agendas.
  • Take and distribute meeting minutes, and follow up on action items to maintain accountability.

Research and Documentation:

  • Conduct research and compile data for the Executive Director to inform strategic decisions.
  • Create detailed reports and presentations to communicate findings and recommendations.

Stakeholder Engagement:

  • Manage relations with internal teams, external partners, and key stakeholders to foster collaboration and communication.
  • Ensure clear communication between all parties to maintain transparency and trust.
  • Represent the Executive Director in meetings and events as needed to promote the organization's interests.

Schedule Management:

  • Manage the Executive Director's calendar and prioritize engagements to ensure optimal use of time.
  • Coordinate travel arrangements to facilitate business needs.

Front Desk Reception:

  • Greet visitors and manage incoming calls and correspondence with professionalism and courtesy.
  • Maintain a professional reception area that reflects the organization's image.
  • Assist with general office duties to support the smooth operation of the organization.

Qualifications:

  • A bachelor's degree or equivalent professional experience in fields such as Office Administration, Business Administration, Communication, Management, or Public Administration.
  • Experience in an executive support role with strong organizational and time management skills.
  • Proficiency in office software and digital tools.
  • Alignment with North End Community Renewal Corporation's mission and an understanding of the non-profit sector.
  • Strong interpersonal skills and the ability to build relationships with diverse stakeholders.
  • Problem-solving abilities and adaptability to changing priorities.