Executive Assistant - Winnipeg, Canada - Southern First Nations Network of Care

Southern First Nations Network of Care

Verified Company

Winnipeg, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Summary:

Reporting to the CEO of the Southern First Nations Network of Care, the incumbentprovides a high level of direct administrative support and office management to the CEO; with the ability to anticipate needs, think critically and offer solutions to situations as they may arise.

The incumbent also works closely with, and provides administrative support to the Board of Directors, often serving as the liaison between the CEO and Board members.

Key Responsibilities:

Responsible for organizing and preparing information for CEO's internal and external activities and commitments on a daily basis.
Responsible for maintaining a complex calendar/schedule of CEO, ensuring that meetings, appointments, presentations, and other functions are carried out seamlessly.
Responsible for drafting and/or preparing sensitive correspondence, memos, letters, reports, briefing notes, and minutes as requested.
Responsible for creating and maintaining both a hardcopy and electronic filing system.
Responsible for maintaining and updating Network Operational Plans, Network and Agency Strategic Service Plans, ensuring deadlines are met.
Responsible for tracking ongoing projects.
Assists in planning internal Network functions, activities, and events.
Provides administrative support to the Board, including maintaining and recording minutes

/motions.

Ensures a high level of integrity is maintained by practicing discretion and confidentiality with regards to highly sensitive materials.
Faxing/photocopying.
Coordinates and sets up meetings for CEO, Senior Management, Board of Directors, Agency Relations, Standing Committee & CEO Table, and other meetings as requested by the CEO.
Responsible for maintaining a schedule of monthly appointments between CEO and his/her direct reports.
Responsible for disseminating pertinent information to appropriate individuals prior to and following meetings, ensuring any followup is completed.
Prepares materials including agendas and other documents for meetings and presentations.
Records and maintains minutes / motions of meetings as required.
Makes travel arrangements for CEO and Board as required.
Makes lunch arrangements as required.
Assists with questions and problems courteously and promptly.
Receives incoming mail, reviews, evaluates and distributes correspondence requiring priority attention.
Obtains and conveys information as needed.
Tracks and ensures CEO expense reports are submitted in a timely fashion.
Prepares and processes honorarium requisitions and expense reports for Board.
Completes purchase orders where necessary.
Provides administrative support to the Board.
Coordinates meetings, including contacting and confirming attendees.
Prepares materials, including agendas and other documents for meetings and presentations.
Tracks action items ensuring followup is completed.
Attends and records minutes and motions at all Board meetings.
Maintains a Minute/Motion Book of all Board meetings.

Qualifications:

To successfully perform this job, the individual must be able to perform each key responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience:

Formal training as an Executive Assistant.
Able to work at an advanced level in MS Office, including MS Word, Power Point, Excel, Outlook, and the Internet.
Able to write and format moderately complex correspondence, including memos, letters, reports, and briefing notes, etc.
Possess excellent writing skills, including proper spelling, grammar, and punctuation.
Superior keyboarding skills at 50 wpm.
Able to operate standard business equipment including fax, photocopier, scanner, computers, etc.
Must have exceptional attention to detail with superior time management skills, multitasking skills, and the ability to prioritize tasks with mínimal supervision and meet deadlines.
High level of sound and independent judgment, reasoning, and discretion.
Ability to take initiative, resourcefulness, and flexibility.
Available to respond to time sensitive and/or routine inquiries after hours and weekends.
Must possess excellent organizational, interpersonal, and written/oral communication skills.
Must be able to work independently and under pressure.
Must be a team player, challenged by working in an environment of change, committed to the

aspirations of First Nations to restore jurisdiction for child and family services, and a believer in excellence.