Executive Assistant

Recruitment Details Job Title: Executive Assistant 2 Department: Human Resource Services Designated Work Location: 510 Main Street : “Hybrid with designated work location ” Position Type: Temporary, Full-time Salary: $ 3,044.11 - $4,148.82 Bi-weekly Posting No: 124490 Closing Date: May 8, 2024 Providing a wide range of services to over half of all Manitobans, The City of Winnipeg is one of the largest employers in Manitoba. We provide a comprehensive range of benefits and career opportunities to our employees. These include competitive salaries, employer-paid benefits, dental and vision care, pension plans, and maternity/parental leave programs. Additionally, we offer education, training, and staff development opportunities to ensure that our employees are equipped with the necessary skills to advance in their careers. Our Benefits web page provides detailed information about the benefits we offer, and we encourage you to visit it for further information at City of Winnipeg Benefits . We take pride in fostering a , diverse , safe, and healthy workplace where our employees can thrive and achieve their full potential. Flexible work arrangements, which may include flexible hours, remote work, or a hybrid of remote work may be available; subject to review and approval. Please note that Employees who are approved to work remotely are responsible for and must demonstrate that they are available to return to their Designated Work Location and/or other work location to attend meetings or attend other tasks that occur in person. The City is committed to attracting and retaining a diverse skilled workforce that is representative and reflective of the community we serve. Applications are encouraged from equity groups that have been and continue to be underrepresented at the City; Indigenous Peoples, Women, Racialized Peoples, Persons with Disabilities, 2SLGBTQQIA+ Peoples and Newcomers are encouraged to self-declare. Requests for Reasonable Accommodation will be accepted during the hiring process. Preference to internal applicants may be applied. Job Profile Working under general supervision you will provide executive administrative support to the Director of Human Resource Services & Equity Office. HR Services (HR) is the people division of the City of Winnipeg, with almost 150 HR staff serving the city in 8 corporate HR divisions as well as 8 HR generalist department teams across the city. We support a workforce of over 10,600 employees. Your role will be a direct support to the Director and assisting senior HR leaders by providing excellent customer service, responsive administrative leadership to HR team members, city leaders, Mayor and Council, city staff, and our many workplace partners. Our ideal candidate is comfortable with a fast paced, constantly changing workplace, a large volume of work, managing multiple priorities, and can easily adapt and shift multiple times daily. As The Executive Assistant 2, You Will

• Manage the time, calendar, and appointments of the HR Director; moving, shifting, and adjusting time to meet the most important priorities.
• Works with the HR Director and Senior HR Managers to determine department processes and offers opinions on workflow and problem solving. Uses administrative skills to coordinate HR service work and timely deliver on work outcomes.
• Independently create and maintain tracking systems for work assignments, signed agreements, work priorities, scheduled reports, briefing notes, contracts, and daily work priorities.
• Prepare, edit, and present for final review and signature the work required by the HR Director.
• Track, monitor, and organize HR related projects and priorities; assisting, researching, and or leading certain projects when requested.
• Working with HR leaders and departments to gather opinions to maintain, research and update HR administrative standards and work procedures as required. Including tracking for bi-annual review and updates.
• Coordinate work priorities with CAO’s office as needed.
• Autonomously organize, prepare, and take minutes for the HR Director with complete follow up on action items including initiating work, completing or assigning tasks, reviewing progress, monitoring deadlines and future planning.
• Ensure that the HR Director has the necessary documentation in advance of meetings. This also includes arranging space, technology, meeting room requirements, presentation material, food and security access as needed.
• Assist in the compilation of required information to draft a response to media, council, and citizen inquiries related to HR Services on behalf of the HR Director or City.
• Respond to inquiries on behalf of the HR Director or escalates issues for resolution as appropriate to the Director, Corporate or Department HR teams or the CAO Office as needed.
• Lead the planning of various department events, such as monthly meetings, work functions, employee events, and annual HR department planning activities, union and external partner meetings, etc.
• Work with other Executive Assistants to coordinate and organize citywide HR response and or team information as required on behalf of the HR Director.
• Read email, Teams messages, and stays current on important or sensitive matters to ensure the Director remains current and is dealing with the highest priority items daily. Sets reminders, follows up and acts independently to keep work moving.
• Brings important or sensitive matters to the forefront as needed.
• Supports the Director in the leadership and management of Equity Office projects, community relationships, EO meetings and related work.
• Perform other related duties as assigned.

Your Education And Qualifications Include

• Completion of a Bachelor's Degree in Business Administration and 3 years of Executive Assistant experience; OR has an equivalent combination including a post-secondary Certificate in HR/or Business Administration and 5 years directly related executive assistant experience.
• Individuals with lesser experience are encouraged to apply. Executive Assistant experience with Council processes from within the City of Winnipeg or similar organizations is preferred
• Previous experience leading the administrative workflow of daily activities, including managing the time, calendar, and appointments in a similar size executive or senior level office with heavy volumes of work.
• Customer service experience including; answering inquiries, fielding questions, creating responses, responding to queries and phone or email contact as needed.
• Has developed political acumen skills. Has an understanding of the unique work environment involving elected officials, public scrutiny and support for citizens in a large publicly funded workforce.
• Office management experience with the ability to create and deliver documentation, as well as, organize and retrieve requests in electronic and manual filing system.
• Ability to manage meetings by preparing for meetings, take minutes, distribute, complete action items and work assignments from various sources.
• Exceptional ability to communicate professionally both verbally and in writing, in an environment where politically sensitive, highly confidential, legal, and private employee and organizational matters are regularly received.
• Exceptional organizational skills with the ability to autonomously function in a high volume, fast paced, consistently changing work environment, where priorities shift often through the day. Ability to manage self and the HR Director consistently.
• Project Management facilitation skills with the ability to track, lead, monitor and organize projects, and participate in resource management, follow and future planning to meet the project's needs.
• Advanced interpersonal skills with the ability to interact professionally with public officials, Senior Leadership, Management, HR team members, Union leaders, and city employees in a confidential and highly sensitive work environment.
• Ability to work independently including navigating workflow and determining priorities with little direction. Ability to work with other department EA’s to complete tasks and/or scheduling Corporate HR activities.
• Knowledge and ability to administer government documentation processes, has knowledge of complex approval processes in similar environments.
• Understands the complexities of communication and authorization requirements in a large government run organization.
• Basic knowledge and understanding of HR, and HR processes is an asset.
• Knowledge of EDI concepts with a commitment to equal treatment of all peoples and a proven ability to work respectfully with all equity group members, employees, elected officials, city partners and the public.
• Knowledge of City of Winnipeg and Council protocols is a definite asset.
• 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 at application.

Conditions Of Employment

• The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
• A Police Information Check satisfactory to the employer will be required from the applicant(s) or successful candidate(s), at their expense. To obtain Police Information Check information please visit
• The successful applicant may be required to provide a vehicle for transportation while on City business, subject to the terms and conditions of the City’s Transportation Policy.
• This position is eligible for flexible workplace arrangements. Schedule flexibility is required to meet occasional early starts or late meetings. The ability to attend meetings at multiple city locations is needed. Weekend or evening work is rare but may happen from time to time. Office location is downtown at City Hall at 510 Main Street.

How To Apply APPLY ONLINE , including all documentation listed below:

• Current resume (Required).
• Applications submitted without REQUIRED documentation will not be considered.
• Your application documents must clearly indicate how you meet the qualifications of the position.*

Notes Online applications can be submitted at . For instructions on how to apply and how to attach required documents please refer to our FAQ's or contact 311. Hours of Work: 8:30 a.m. to 4:30 p.m. Employee Group: Out of Scope, Grade 3 Position Reports To: Director, HR Only candidates selected for interviews will be contacted.