Administrative Assistant

University of Manitoba Students’ Union (UMSU) is a non-profit organization which advocates on behalf of its memberships’ best interests to internal and external stakeholders. Our primary objectives are to serve students and strive to enhance student life and the quality of education through consultation, representation and advocacy.

**Position Summary**
Reporting to the UMSU President, the Administrative Assistant performs varied, confidential, time-sensitive office administration and support functions. In addition, the Administrative Assistant provides professional administrative support to the Executive team to further support operation efficiency. The role accomplishes this through a respectful, constructive, and energetic style, guided by the mission and vision of UMSU. This position operates on a full time basis, from 8:30am - 4:30pm Monday - Friday, with the exception of Thursday evenings for Board meetings. The incumbent sets goals, performs day to day operational work, and evaluates results to ensure that organizational and team objectives are met and in line with the needs, values of UMSU.

**Responsibilities**
- Schedule all governing body meetings of the Board of Directors and Board sub-committees
- Ensure all logístical considerations are attended to for governing body meetings and the attendance of UMSU delegates to non-UMSU meetings
- Prepare documents and the room prior to board meetings and ensuring the room is tidied at the end of the meeting.
- Ensure all Executive directed events, activities, and campaigns are properly planned and that resource and logistic requirements are met
- Coordinate the production and dissemination of Executive directed communications and messaging
- Ensure all administrative tasks associated with UMSU operations and activities are properly executed
- Stay abreast of all governance activities, including being up to date on political issues facing students (municipal, provincial and federal)
- Ensure all documents related to governing body proceedings are properly produced, distributed, filed, and preserved
- Safe keeping of all Non-Disclosures Agreements at Board level
- Requires high level knowledge of UMSU governing documents
- Coordinate travel arrangements for Executive team as well as accompanying when necessary
- Completing financial duties for the Executive team such as: Credit Card reconciliation and travel reimbursements
- Ensure all minutes are properly recorded and distributed for the Board of Directors meetings
- Other relevant duties as assigned

**Skills and Qualifications**
- Post-Secondary Degree, Certificate in Administration or a combination of relevant work experience and education may be considered
- At least 2 years of experience in the Administration field
- Experience with a focus on administration and work coordination and scheduling
- Knowledge and experience with Robert’s Rules and minute taking
- Significant experience in document production
- Ability to simultaneously coordinate and organize multiple working groups
- Maintain a high level of discretion and confidentiality for both business and personal affairs of the Executive team
- Be comfortable operating in fast paced, performance oriented environment
- Strong analytical and problem-solving skills
- Excellent interpersonal communication skills, exceptional verbal and written communication skills
- A positive, upbeat personality, high energy, with a “can do” attitude
- This role, at times, may be required to participate in after-hours activities.
- Knowledge of the University of Manitoba, UMSU, and its businesses and services is considered an asset
- Experience in a non-profit environment is a definite asset

We offer a competitive health and pension benefits package. We wish to thank all applicants in advance for their interest; however, only those applicants considered will be contacted for an interview. Please provide a cover letter, resume, and three (3) professional references and identify how you meet the desired qualifications listed to:
The Human Resource Department,

101 UMSU University Centre,

Winnipeg, Manitoba,

R3T 2N2, or

Pay: $48,000.00-$52,000.00 per year

**Benefits**:

- Company pension
- Dental care
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- Vision care
- Work from home

Schedule:

- Monday to Friday
- Overtime

Work Location: In person