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Executive Administrative Assistant

2 weeks ago

Winnipeg, Canada Manitoba Possible. Full time

**We are**

Manitoba Possible. We believe an inclusive and accessible society is possible. That is why we work together to eliminate barriers to full and equal participation. Manitoba Possible provides programs and services throughout the province. The way we do that is by working collaboratively, diversifying in every way possible, and innovating at every level.

**You are**

An **_Executive Administrative Assistant_**. You will provide administrative support to the Executive Team of Manitoba Possible. This role ensures the smooth operation of executive functions through effective coordination, communication, and organizational support.

**This is a full time 1-year term position.**

**Your Role**
- Provides administrative support to the Directors of the Executive Team which includes but is not limited to:

- Policy Management Committee - agenda prep, minute taking, general admin
- Supports Privacy Officer with file access requests and file breach coordination
- Maintains confidential files and records
- Organizes and process invoices and file financial records
- Manages multiple Outlook calendars for scheduling meetings
- Creates and edit forms and draft letters as needed
- Provides administrative and technical support to the Directors of Provincial Services for the delivery of Programs which includes but is not limited to:

- Financial reporting and assistance with budget preparation
- Organize and process invoices and file financial information
- Maintain an inventory of contracts and record keeping for Service Purchase Agreements
- Gather program stats and prepare reports for funders
- Logistical support for travel and accommodation
- Client Information Management System Admin - adding and deleting users, contacting Account Administrator for support
- File retention and destruction
- Provides support and community relations for various events which includes but is not limited to:

- Annual Members Meeting
- Staff Appreciation Day
- Professional Development Day
- National Access Awareness and Manitoba Access Awareness events
- Fundraising events: Drop Zone, Our Charities Campaign
- Other community events
- Conducts research to gather and analyze data on client needs, community needs, and trends in non-profits and social enterprises.
- Participates in various projects within or on behalf of Manitoba Possible.
- Supports the Executive Assistant to the CEO, as required.
- Back-up relief for Manitoba Possible office administrative support position(s), as required.
- Adheres to all Manitoba Possible policies and guidelines.
- Consistently communicates in a respectful, responsive and responsible manner.
- Respects and values the diversity of communities and individuals.
- Thorough understanding of Manitoba Possible’s vision, mission, values, and strategic priorities.
- Other duties assigned that fall within the scope of the position
- Ensure compliance and adherence to privacy and confidentiality as outlined in professional standards of practice, agency, provincial and federal guidelines.
- Provides the Directors of Provincial Services (and members of the management team, individually and collectively) with Executive, Administrative, logístical support including, but not limited to:
**What You Know**
- Post-secondary education in office administration, business, or a related field. Previous administrative experience is preferred. A combination of education and experience will be considered.
- Proficiency in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams) and virtual meeting platforms (e.g., Zoom, Teams).
- Experience with client information management systems and other software programs.
- Experience processing invoices, basic bookkeeping, and maintaining financial records.
- Familiarity with accounting software (e.g., Acumatica or similar).
- Ability to work independently and as part of a team.
- Ability to prioritize and support multiple people.
- Excellent communication and interpersonal skills.
- Ability to multi-task and meet deadlines.
- Organized and innovative.
- Knowledge of the accessibility standards of the Accessibility for Manitobans Act (AMA).
- Experience working in a non-profit organization is an asset.
- Bilingual - French and English is an asset.
- American Sign Language (ASL) is an asset.