Term Executive Assistant

Position Title: Term Executive Assistant

Position Details

• Term until incumbent returns to the position
• Full-Time - 75 hours bi-weekly
• Monday to Friday
• Day Shifts: 8:30 am until 4:30pm (flexible)
• Annual salary - $50,000
• There will be a three-month probationary period.

About Us

Initiatives for Just Communities (IJC) is a non-profit, charitable organization that operates four community justice programs: El'dad Ranch, Touchstone, Open Circle, and CoSA. These programs support people with intellectual disabilities, Fetal Alcohol Spectrum Disorder (FASD), and those who are currently, or have been previously, incarcerated. IJC is committed to restorative justice practices, which honour the community and foster a sense of belonging.

IJC supports many Indigenous and culturally diverse participants. As an organization, we aspire to have a workforce that is representative of the diversity within our communities. We value diversity and aim to foster an inclusive work culture where everyone's contributions and professional development matter.

The Position

Under the direction of the Executive Director the Executive Assistant will provide highly effective, confidential, and timely administrative support to the Executive Director, Board of Directors and Senior Leadership team.

What you will do

• Provide executive-level administrative support to the senior leadership team, including scheduling, document preparation, and meeting coordination.
• Manage the Executive Director's calendar by effectively scheduling and prioritizing meetings. Handle potential conflicts and monitor upcoming deadlines. Balance complex calendar management and coordination challenges.
• Manage, assist in, and prioritize document preparation and incoming correspondence, including e-mail management and a comprehensive bring forward system, leveraging exclusive access to highly confidential material.
• Coordinate meetings including preparing agendas, compiling and distributing documents in advance of meetings, inviting internal/external guests, arranging catering, sourcing meeting locations, determining audio/visual equipment needs, recording minutes, documenting action items and following up to ensure completion.
• Attend Board Meetings every other month and take detailed meeting minutes.
• Prepare all Board documentation including but not limited to, agenda, meeting minutes and action items, and dockets.
• Update and maintain Board policies and documentation, and ensure it is easily accessible in a variety of formats.
• Receive Board Director applications and prepare the recruitment package and roster.
• Ensure any Board decisions and policies are in line with applicable by-laws.
• Coordinate and provide logistical support and planning for the Annual General Meeting (AGM).
• Maintain and provide any updates to the Manitoba Companies online account.
• Maintain and develop professional relationships with key stakeholders, agencies, and individuals, as it relates to IJC.
• Process mileage and credit card statements for the Executive Director and Senior Leadership positions.
• Responsible for the day-to-day management of the Winnipeg office, such as answering calls, distributing mail, maintaining office bulletin boards, ordering office supplies, etc.
• Manage the various insurance plans and policies to ensure the appropriate coverage is in place.
• Support various IJC committees through the development of terms of reference, ensuring appropriate feedback loops are in place, and ensuring committees have clear mandates and guidelines.
• Other duties as assigned

Qualifications

Required

• Post-secondary education in business administration, or another related discipline. Suitable combination of education and experience may be considered.
• Minimum of three years' experience in a professional office environment.
• Excellent customer service skills with the ability to meet operational expectations while providing effective service.
• Excellent verbal communication skills with the ability to articulate in a clear and effective manner.
• Excellent written communication skills with the ability to draft correspondence in a clear and effective manner.
• Excellent interpersonal skills with the ability to communicate professionally and build working relationships with senior leadership and Board members.
• Critical thinking and creative problem-solving skills.
• Demonstrate cultural competence and understanding of diversity, inclusivity, and equity issues. This includes respecting and valuing different cultural backgrounds, beliefs, and identities to ensure equitable access to services for all clients.
• Strong organizational skills and time management.
• Proficient in Microsoft Suite, including Excel, Word, Teams, and SharePoint.
• Ability to maintain confidentiality, including adhering to PHIA and FIPPA.
• Strong professional acumen and the ability to work within professional boundaries.
• Strong attention to detail.
• Ability to work under pressure and handle work-related stress.
• Participation in training opportunities and willingness to learn and adapt to new processes or procedures.

Assets

• Experience working with a Board of Directors and familiarity with Robert's Rules of Order.

Conditions of Employment

• The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
• Satisfactory Criminal Record Check with Vulnerable Sector Search.
• Valid Class 5 Driver's License with satisfactory Driver's Abstract.
• Successful completion of MSDs certification and any other compulsory safety courses.
• Satisfactory work references.
• Adhere to all IJC policies and procedures.

Benefits Include

• IJC group benefits package after the probation period.
• RRSP plan with employer contributions
• Employee and Family Assistance Services
• Paid Sick Leave

Location – 315 HWY 52 W, Mitchell, MB R5G 0Z2 and/or 1335 Erin Street, Winnipeg MB, R3E 2S6

There will be travel between locations, but the applicant may choose either as their primary location.

APPLICATION DEADLINE: Open until filled.

Applicants may request reasonable accommodation related to the materials or activities used throughout the selection process.

We thank all applicants for their interest, but only those selected for an interview will be contacted.