12 Administration jobs near Winnipeg, Manitoba, Canada

Position Summary

The Executive Assistant is responsible for providing comprehensive administrative support to the President & Chief Executive Officer (CEO) and Chief Operating Officer (COO) in the planning and execution of a variety of Travel Manitoba requirements and services. This position keeps both the President & CEO and COO abreast of ongoing or arising situations within the Corporation, and must understand priorities as defined by the President & CEO and COO.

The incumbent maintains constant communication with the President & CEO and COO to ensure that TMB objectives are met as well as work collaboratively with internal and external stakeholders to achieve Travel Manitoba’s performance targets and strategic priorities. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

The Ideal Candidate

Travel Manitoba is seeking an Executive Assistant with impeccable organizational skills and discretion to provide unparalleled support to the President & CEO and COO. The ideal candidate will excel in managing complex calendars, coordinating travel arrangements, and maintaining confidential records with utmost professionalism. They must possess exceptional communication skills to act as a liaison between executives and various stakeholders, including board members and government officials. Proven experience in preparing high-quality reports, meeting minutes, and managing executive-level correspondence is essential. The successful candidate will thrive in a fast-paced environment, anticipate needs, and offer proactive solutions while upholding the highest standards of confidentiality and professionalism.

Position Overview

• Serve as a pivotal link between the President and CEO, COO, and various stakeholders, including government officials, board members, and employees.
• Prepare and manage highly sensitive correspondence and reports, ensuring the utmost professionalism and discretion.
• Review, coordinate, and distribute documents, materials, and projects efficiently to support organizational objectives.
• Maintain executives’ daily activities, appointments, and schedules, while preparing meeting rooms and related logistics as necessary.
• Facilitate travel arrangements, accommodations, and conference registrations for executive, ensuring seamless logistics.
• Develop and maintain office/electronic filing systems, organizing and safeguarding confidential records and correspondence.
• Record, type, and distribute meeting minutes for key management meetings, ensuring accurate documentation.
• Coordinate management team meetings and committee activities, managing agendas, logistics, and required materials.
• Facilitate Governance Committee activities, including meeting arrangements, minute-taking, and maintain committee files.
• Perform other related duties as assigned to support the efficient functioning of the executive office.
• Researches, analyzes and summarizes information and prepare periodic reports and spreadsheets as required.
• Answers, screens and refers telephone calls, monitors and follows up on voice mail recordings and takes messages as required.
• Greets incoming visitors entering the offices on behalf of President & CEO and COO.
• Prepares annual budgets, reviews and prepares cash flow analysis for the CEO and board of directors’ budgets.
• Coordinates the board’s activities. Makes all necessary arrangements for board meetings including booking meetings space, travel arrangements as needed, audio visual requests, preparing and circulating the agenda and distribution material to the board in advance of the meetings.
• Attends board meetings, takes minutes and distributes them as required.
• Responds to requests from the board.
• Maintains the schedule of agenda items for the committee meetings.

Qualifications

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills

Requirements

• Work Permit