Executive Assistant

Job Profile

The Executive Assistant provides high-level administrative support to the Department Head. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules, confidential information, and cross-functional communication. Serving as a strategic partner, the Executive Assistant independently makes sound decisions to enhance the overall workflow, manage competing priorities, and maintain strong internal and external relationships.

As the Executive Assistant, you will:

• Provide comprehensive and confidential administrative support to senior management while demonstrating a high level of professionalism, integrity and trust.
• Manage the day-to-day administration on behalf of senior management including overseeing communications and inquiries including emails, phone calls, reports, complex correspondence and coordinate necessary travel arrangements, as required.
• Collaborate with internal and external stakeholders to ensure clear and effective communication is received while building and maintaining positive relationships.
• Lead, support, and execute City of Winnipeg and department-specific projects, reports, directives, and strategic initiatives, ensuring alignment with organizational goals and compliance with applicable policies and procedures.
• Maintain and oversee executive file management systems, ensuring confidential records and documentation are organized, secure, and readily accessible.
• Supervise Executive Support Staff.

Your education and qualifications include:

1. Degree in Business Administration, Public Management and/or an equivalent combination of education and experience.

2. Four (4) years of progressively more responsible administrative support experience for senior-level management in a complex political environment, including scheduling and calendar management (meetings, appointments, conferences), responding to correspondence (emails, phone calls, and mail), record keeping and file management, and assisting with travel arrangements. Municipal experience is preferred.
3. Extensive experience handling highly sensitive, political and confidential matters.
4. Strong research and problem-solving skills with notable experience making successful high-impact, sound decisions independently that align with leadership directives and drive organizational success.
5. Experience managing and overseeing operational budgets, ensuring efficient resource allocation and financial control, is preferred.
6. Strong leadership abilities along with previous experience supervising staff including performance management activities, building capacity, promoting continuous learning and development skills.
7. Strong written communication skills with extensive experience conducting research, preparing, drafting and editing written reports, agendas, meeting minutes, briefing notes and correspondence for senior level executives.
8. Exceptional verbal communication skills with experience effectively communicating and providing thoughtful and strategic advice with objectivity, tact, and diplomacy, on a wide variety of issues and subjects to all levels including senior management.
9. Proven experience building and maintaining strong relationships through effective interpersonal and conflict resolution skills, consistently establishing credibility and trust with employees at all levels, external stakeholders, and the public.
10. Experience as a strategic thinker with exceptional organizational skills and keen attention to detail, enabling effective performance and prioritization of multiple tasks while seamlessly meeting competing deadlines.
11. Knowledge of City of Winnipeg's political and administrative structure including financial processes.
12. Awareness of ongoing City-wide and Department-specific challenges and priorities.
13. Advanced computer proficiency, including exceptional typing speed, ensuring efficient data processing and documentation, and expertise using programs such as Microsoft Office (Word, Excel, Outlook, Access, Teams, Visio) and file management systems (e.g. SharePoint).
14. Ability to effectively communicate in French (verbally and in writing) is preferred.

*IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://www.canalliance.org/en/ at application.