Job Description

Position Title: Office Manager - Winnipeg

Position Details

Full-Time - 75 hours bi-weekly Monday to Friday, in office Day Shifts: 8:30 am until 4:30pm (flexible) Annual salary - $45,000 - $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

The Office Manager supports the smooth day-to-day operations of IJC's Winnipeg office by providing reliable administrative, logistical, and coordination support to the Executive Director, Senior Directors, Board members, and staff. This role requires strong attention to detail, sound judgment, and the ability to manage multiple priorities--whether coordinating meetings, supporting hybrid Board meetings, maintaining records and organizational materials, or assisting with office operations. The successful candidate is comfortable using Microsoft Office tools and office technology, builds positive relationships across the organization, adapts easily to change, and brings a collaborative, service-oriented approach to supporting a mission-driven team.

What you will do

Office Management

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. Monitor first aid kit supply levels, purchasing items when supplies are low. Ensure there are adequate office supplies and equipment for employees. Actively participate on the Health and Safety Committee. Organize and supervise office cleaning, snow removal, monitor parking spots and administer bus passes as required. Liaise with on call Winnipeg maintenance providers to attend to items that require attention within the Winnipeg office, such as plumbing, electrical etc.

Executive Support

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. Process mileage and credit card statements for the Executive Director and Senior Leadership positions. Manage the various insurance plans and policies to ensure the appropriate coverage is in place.

Board Support

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). 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 five 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. Experience in social services Previous experience working with individuals with disabilities.

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. Ability to work occasional evenings and weekends as required. 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: 555 Broadway, Winnipeg, MB, R3C 0W4



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.