Executive Assistant - Winnipeg, Canada - Klinic Community Health

Klinic Community Health

Verified Company

Winnipeg, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition ID: 358849

Posting End Date:
May 13, 2024

City:
Winnipeg

Site:
Klinic Community Health

Work Location:
Klinic Community Health

Department / Unit:
Administration

Posting Category:
Non-Clinical

Union:
Exempt

Anticipated Start Date:

ASAP

FTE: 1.0

Anticipated Shift:
Days

Annual Base Hours: 2080

EXECUTIVE ASSISTANT

FULL TIME POSITION

1.0 E.F.T. - 40 Hours Per Week

HOURS OF WORK:
Monday-Friday (Some evenings and weekends may be required)

Klinic Community Heath is a pro-choice community health centre that provides primary care, education and counselling services to our local community and throughout Manitoba.

Driven by our vision of creating healthy and engaged communities, we promote health and quality of life for people of every age, background, ethnicity, gender identity and socio-economic circumstances.

Rooted in social justice values, we believe that everyone deserves quality care, support and respect.

***Reporting to the Executive Director, the Executive Assistant is responsible for providing executive level administrative support to the Executive Director, Klinic Board, Management team and to the Human Resources function.

They will be responsible for preparing statistical reports and updating strategic plans, handling information requests, preparing correspondence and various communications, arranging conference calls, and scheduling meetings.

QUALIFICATIONS:

Completed high school education Manitoba Standards, required
Excellent computer skills are required with a high level of proficiency in MS Office Suite
A combination of education and experience may be considered
Advanced proficiency with computerized systems (Microsoft Office Word, Excel, Access, and PowerPoint) required.
Typing speed 65 wpm
Ability to compose correspondence on behalf of Executive Director / Directors / Managers
Excellent verbal and written communication skills with proven ability to interact positively with internal and external stakeholders
Ability to maintain confidentiality

EXPERIENCE:

Minimum 5 years' experience providing administrative support at a senior level, including two (2) years working directly with an Executive Director / Board of Directors
Demonstrated organization skills including the ability to anticipate, plan, initiate and monitor multiple activities, timelines and requirements
Five years directly related experience required including:
Scheduling and coordinating meetings in computerized calendars (Outlook)
Recording and preparing minutes and agendas
Maintaining spreadsheets and databases
Previous healthcare or nonprofit experience preferred
Experience working with Payworks payroll an asset
Excellent interpersonal and administrative skills
Ability to work in a dynamic, fastpaced environment
Experience with and commitment to Reconciliation, and to dismantling racism and oppression within policies, procedures and practices.
Commitment to promote health and quality of life for people of every age, background, ethnicity, gender identity and socioeconomic circumstance
Experience in traumainformed practice

RESPONSIBILITIES:

Prioritizes and organizes Administrative activities for the Board / Board Committees / Executive Director / Directors / Managers throughout the organization
Manages and maintains the Executive Director's calendar and schedule as required
Schedules, provides notice and manages meeting logistics as requested by the Board and Management
Supports Human Resources activities such as job postings, letters of offer, and employee onboarding
Types, formats and proofreads material such as briefing notes, correspondence, minutes, agendas, manuscripts, policies, procedures, templates and letters to outside agencies
Monitors the progress of the organizations Strategic Plan / Organization Projects / Initiatives and provides updates on a quarterly basis (as required)
Assists the Directors/Managers with the ongoing monitoring and analysis of operating budgets and expenditures
Takes initiative to handle matters and solve administrative problems such as process improvement or client / patient quality issues
Develops, maintains and updates a variety of databases and performs supporting duties such as: Data collection and entry, analysis, and assisting with preparation of reports
Approves payroll and provides payroll approval back up for vacation coverage as required
Ensures work is completed within established timelines and deadlines
Ability to communicate respectfully and maintain confidentiality is required
Consistent demonstration of alignment with Klinic's Vision, Mission and Values
Demonstrated commitment to person centered, culturally safe care

REQUIREMENTS:

Satisfactory Criminal Record, Child Abuse and Adult Abuse Registry checks
Formal training in applied office skills is required (Microsoft Office Word, Excel, Ac