Job Description

The Executive Assistant will join the President’s administrative office team of support for the President, the Executive Director of the President’s Office, and members of the senior executive leadership team. In collaboration with the existing President’s Office Executive Assistant, they will ensure the smooth operation of the executive offices by effectively coordinating administrative and logistical tasks while demonstrating flexibility in an ever-changing, fast-paced environment. Given the coordination of work between two Executive Assistants, the individual must be an excellent collaborative colleague and strong and effective communicator. The ideal candidate will be a highly professional executive assistant with the ability to work very independently, possess exceptional communication (written and verbal) skills and a meticulous attention to detail. The successful candidate will be an experienced administrative professional who thrives in a supportive team environment and demonstrates strong political acumen.
Responsibilities:

• Provides administrative support to the President, Executive Director of the President's Office, and the senior executive leadership team.
• Manages meetings and events for the senior executive leadership team which includes scheduling and maintaining calendars, researching and acquiring information, preparing briefing notes, and scheduling pre-briefings meetings.
• Co-manages the email inbox for the President’s Office ensuring timely, professional follow through on all requests.
• Reviews requests that come into the office to determine the best course of action, initiate action, and follow up accordingly.
• Initiates, formulates & drafts for review/signature various types of executive correspondence, reports, and e-mails etc.
• Assists in the administrative support of committees under the President’s Office and other assigned senior executive members.
• Coordinates all aspects of the senior executive team’s domestic and international travel ensuring appropriate financial management of all travel expenses.
• Administers the budget for the senior executives and works closely with the Financial/Budget Coordinator to ensure all budgets are reconciled and spends are aligned within policy.
• Initiates contracts and service agreements.
• Cross-covers the President’s Executive Assistant back up and will provide support during peak workload periods.
• Participates in the hiring and onboarding of staff for the President’s office.

Qualifications:

• Undergraduate degree preferred or an equivalent program of studies with office management and administrative skills.
• 5 years of directly related senior level administrative experience.
• Experience working with senior executives essential.
• Experience working in a highly confidential, executive environment with the ability to act with professionalism, integrity and diplomacy.
• Familiarity with post-secondary education would be a definite asset.
• An exceptional senior administrative professional who is able to manage an array of responsibilities with a high degree of accuracy and efficiency.
• High degree of professionalism and integrity.
• Experience in a post-secondary education or public institution setting would be ideal. An understanding of The University of Winnipeg regulations, programs and procedures including a good knowledge of HR policies and procedures is an asset.
• Exceptional oral and written communication skills, with the ability to provide sound advice and guidance to all levels of employees, staff and students at the University.
• Demonstrated proficiency in the Microsoft Office Suite and sound technological aptitude is required.
• Outstanding organizational and time-management skills. Must be able to work with large volumes of complex materials, while working under pressure and tight timelines.
• Strong problem-solving skills, able to work independently and escalate where appropriate.
• Must be able to establish and maintain effective working relationships with all levels of internal and external contacts.

Condition(s) of Employment:

• Must be legally entitled to work in Canada.

Note: The work described in this posting will be conducted in-person. The University of Winnipeg has a Mandatory COVID-19 Vaccination Policy that requires all those coming to designated indoor campus spaces to provide proof they are fully vaccinated. The Policy will be suspended effective May 2, 2022. However, prospective employees should know that the Policy may be reinstated in the future based on changing public health circumstances. The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.

If you require accommodation supports during the recruitment process, please contact Shelby Phillips, HR Assistant at sh.phillips@uwinnipeg.ca or 204-789-1489. The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant’s suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or 204.786.9066.