| Description: |
Staffmax is hiring for our client, a prominent union here in Manitoba!
Pay rate: $26.33/hr
Term: 6 weeks
Position Summary:
The Executive Assistant provides vital administrative support to the organization, its members, and associated organizations. This role primarily assists the Provincial Executive and Senior Leadership Team under the direction of the Executive Director.
Key Responsibilities:
- Organize and prepare all necessary materials for Governance meetings, events, seminars, committees, and special activities.
- Oversee the coordination and compilation of required components for meetings.
- Provide comprehensive administrative support to Governance leaders (Executive Director, Director of Labor Relations, Director of Professional Status, President, and Vice-President) including scheduling meetings, managing calendars, and organizing travel.
- Conduct research, draft, and prepare correspondence, reports, documentation, briefs, submissions, and special projects as needed.
- Maintain and update governing documents and the governance filing system for the Society.
- Manage and track merchandise inventory and oversee its distribution.
- Offer administrative assistance to the Council of School Leaders (COSL) by coordinating meetings and preparing materials for the Leadership Team, Directors, and Mandate Area Groups.
- Coordinate and manage the necessary preparations for the Annual General Meeting and the annual elections of COSL.
- Oversee and maintain COSL's governing documents and files.
- Handle clerical tasks and maintain the Governance office.
- Act as the primary administrative point of contact for education partners, associated agencies, Locals, and other relevant groups.
- Recommend and implement efficient operating processes and procedures for the Governance office.
- Review and update standard operating procedures (SOPs) as needed.
- Ensure compliance with established organizational policies and procedures.
Note: This description outlines the primary duties associated with this role but is not exhaustive. Additional tasks may be assigned as necessary.
Minimum Qualifications:
Education:
- High school diploma (Grade 12) plus post-secondary education in an administrative or executive assistant program.
Experience:
- At least three years of experience providing administrative support to senior-level staff. Experience in a legal or similar professional environment is an asset.
Skills and Abilities:
- Proficiency in Microsoft Office Suite.
- Ability to quickly learn and adapt to new technology platforms.
- Strong written and verbal communication skills.
- High attention to detail and accuracy.
- Excellent organizational and analytical skills.
- Strong problem-solving abilities and critical thinking skills.
- Demonstrated ability to manage time effectively, meet deadlines, and exercise independent judgment.
- Ability to work collaboratively with staff, members, and the public.
- Professional demeanor, consistently presenting a positive image of the organization.
- Strong commitment to confidentiality, discretion, and the protection of organizational information.
- Willingness to work outside regular business hours when necessary.
- Physical ability to lift up to 10 kg.
- Flexibility to travel provincially as required.
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