Executive Support Coordinator

6 days ago


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

Job Summary:

The role of an Executive Assistant (EA) is intended to bolster the effectiveness of the Executive Director (ED) by managing administrative tasks, facilitating communication, and acting as a strategic gatekeeper. This position ensures the ED's efforts are concentrated on critical leadership and organizational priorities, thereby contributing to the overall success and efficiency of the organization.

Key Responsibilities:

Administration:

  • Optimize administrative procedures to ensure seamless day-to-day operations.
  • 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 a smooth and productive experience.
  • Ensure the ED is prepared with necessary documents and agendas to stay on track.
  • Take and distribute meeting minutes, and follow up on action items to maintain accountability.

Research and Documentation:

  • Conduct research and compile data for the ED 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 strong relationships and communication.
  • Ensure clear communication between all parties to avoid misunderstandings and miscommunications.
  • Represent the ED in meetings and events as needed to maintain a positive and professional image.

Schedule Management:

  • Manage the ED's calendar and prioritize engagements to ensure timely and effective use of time.
  • Coordinate travel arrangements to ensure smooth and efficient travel.

Front Desk Reception:

  • Greet visitors and manage incoming calls and correspondence to provide a professional and welcoming experience.
  • Maintain a professional reception area to reflect the organization's image.
  • Assist with general office duties to support the team and ensure a smooth operation.

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 to ensure efficient and effective use of technology.
  • 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.


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