HR Executive Assistant

Canada, Manitoba, Winnipeg

Applications due: 12 Nov, 2024

**Job Synopsis**

The Executive Assistant (EA) works closely with and reports to the Senior Director of Human Resources for MCC Canada. The position will provide administrative support, resources, and assist in coordination of long-term HR projects. The EA must ensure a high standard of communication with the various people and groups that relate to the Director of HR office and maintain a high standard of organization for projects and systems, including workflow management for Senior Director of Human Resources’ office. The Executive Assistant will also support the Senior Director of Human Resources with research, budget and report preparation, and other duties assigned by the Senior Director of Human Resources.

**Job Details**

Salaried Employee -Full Time at 1 FTE

**Qualifications**

**Essential**:

- Relevant bachelor’s degree plus 0-2 years of related experience, or a Business Diploma plus 5-7 years of equivalent experience in a senior Administrative Assistant role.
- Strong written communication skills and sensitivity to the complexities of cross-cultural communication.
- Organization and time management skills to prioritize, track and move simultaneous projects to meet deadlines; ability to accurately attend to details.
- Experience managing multiple time-sensitive projects or responsibilities.
- Ability to deal with confidential information in an appropriate and professional manner.
- Demonstrated initiative with the ability to work without direct supervision and to deal with situations and issues persistently and pro-actively.
- Willing and available to maintain a flexible schedule with potential overtime work, particularly before and during meetings.
- Police record check.

**Preferred**:

- Proficiency in French or Spanish.
- Cross-cultural or international work experience; awareness of the complexities of working in multiple legal systems.

**Key Responsibilities**

**Major Responsibilities**:
60% Administrative support for Senior Director of Human Resources
20% Reporting, research, and budget support
20% Administrative support for HR Networks
- Ensure that the Gospel of Jesus Christ is exemplified in the performance of all job responsibilities and through personal example.
- Model nonviolent peacemaking through daily interactions with staff and the public.
- Participate in a local church and gatherings, being willing to use their gifts within the local faith community.

**60% Administrative support for Senior Director of Human Resources**
- Manage incoming communication to the Senior Director of Human Resources, responding when appropriate. Organize communications and alert Senior Director of Human Resource to unusual circumstances or urgent communications that require the Senior Director’s intervention.
- Scheduling and organizing meetings. Maintain the daily schedule for the Senior Director of Human Resource and assist with workflow by identifying significant upcoming events and preparations required.
- Organize recurring meetings (in person and virtual) as required by the Senior Director of Human Resource. This includes planning meeting logistics, gathering, and distributing meeting materials, and taking and distributing minutes.
- Attend meetings and assist with assigned projects.
- Provide administrative support for case management and MCC Speak Up Service including ensuring documents are properly filed per confidentiality requirements.
- Work with the Senior Director of Human Resources to connect and resource MCCC provincial offices, including maintaining current human resource materials, procedural manuals, etc.
- Collaborate with the MCC US Human Resources Assistant on overall delegation of IP admin support projects.
- Track overtime/long days and travel time for the Senior Director of Human Resources. Maintain regular contact with the Senior Director of Human Resources during travel. Maintain essential functions during Senior Director’s absence.

**20% Reporting, research, budget support**
- Manage administrative functions related to the Senior Director of Human Resources’ office: word processing, filing and record keeping, invoices, expense claims, preparing reports, budgets, and presentations.
- Assist the Senior Director of Human Resources in creating and developing HR reports for HR network meetings, IP meetings and board meetings.
- Follow MCC Financial Services (FS) requirements and respond to questions about HR invoices, payment requests, and credit card charges as directed.
- Support Senior Director of Human Resources in creating PowerPoints, excel sheets and other presentation materials

**20% Administrative support for HR Networks**
- Assist Senior Director of Human Resources with organizing and implementing various HR projects.
- Scheduling, files organization, minutes for various HR Networks in collaboration with other HR administrative assistance.
- Maintain HR Omnia page
- Responsible for the document