Executive Assistant

Requisition ID: 358849 

Posting End Date: May 29, 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.

POSITION SUMMARY

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. 

The preferred candidate will have excellent organizational skills, a professional work style and contribute to a collaborative team environment.  They must have a proven ability to maintain confidentiality when handling sensitive information and confidential documents, the ability to take precise minutes, have strong written and verbal communication skills and will have a high level of proficiency in MS Office Suite.

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 non-profit experience preferred
• Experience working with Payworks payroll an asset
• Excellent interpersonal and administrative skills
• Ability to work in a dynamic, fast-paced 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 socio-economic circumstance
• Experience in trauma-informed 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, Access, and PowerPoint)                                       
• Ability to use a wide variety of computer software
• Strong interpersonal and project management skills
• Attention to detail, especially with written work

SALARY RANGE               $45,219-$56,713 per annum

Klinic is committed to working towards having a more equitable and diverse work force at all levels of our organization. We welcome and encourage persons who reflect the diversity of the communities we serve to apply, those who identify as Indigenous, Black, Persons of Colour, 2SLBGTQQIA+, and /or those living with disabilities. Applicants are invited to self-declare in their cover letter.

Accommodations are available upon request during the assessment and selection process. Applicants are asked to please self-declare in their cover letter.

Thank you for your interest. Only candidates selected for an interview will be contacted.