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Executive Assistant

Job Opening

Summary

The Executive Assistant is responsible for a wide variety of administrative duties in support of the executive team and other senior management members. Duties include but are not limited to reception, arranging travel plans, meeting minute-taking and distribution, scheduling appointments, and drafting both internal and external correspondence. The Executive Assistant is also required to maintain confidentiality and professionally interact with employees, management, and the public. Additional responsibilities include handling international logistics bookings, reconciling credit card statements, and utilizing advanced Excel functions for data analysis. Other duties shall be assigned as necessary.

Job Duties

  • Provide direct administrative and office management support to all members of the executive team and other senior management members, as directed
  • Review, evaluate, and distribute priority correspondence for executive team
  • Prepare travel schedules, book travel arrangements, and make reservations for executive team and other senior management members
  • Coordinate logistics of executive team activities including meetings, seminars, workshops, special projects, and events
  • Responsible for payments, check-ins and attendance of events
  • Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary
  • Prepare and review draft reports, background documentation, and research
  • Organize and maintain files, records, and documents, both electronic and physical
  • Receive and screen inbound telephone calls, e-mails, and visitors for the executive office
  • Receive incoming mail and refer or redirect calls, emails, or visitors as required
  • Manage the general email inbox
  • Coordinate office activities and facilitate communication across departments
  • Troubleshoot and/or escalate office administration issues including technology and office equipment
  • Facilitate communication from department managers, business unit leaders, and project managers
  • Complete expense reports, pay invoices, and other related duties, including reconciling credit card statements
  • Prepare and review presentations
  • Participates in various internal meetings (upon request) and provide detailed meeting minutes
  • Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other contacts
  • Coordinate and prepare materials for board meetings, including agendas, minutes, and reports
  • Facilitate communication between board members and executive leadership, ensuring timely dissemination of information and follow-up on action items
  • Utilize Excel to create pivot tables, perform data analysis, and merge data for reporting and decision-making purposes
  • Coordinate international travel, ensuring timely arrangements and compliance with regulations
  • Other duties shall be assigned as required.

Requirements

  • Post Secondary Diploma in Business Administration, or relevant discipline, required.
  • 3-5 years’ experience in an administrative role or executive support preferred.
  • Bilingual in French and English (both spoken and written).
  • Strong knowledge of office procedures and practices.
  • Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point). Excel proficiency should include advanced functions such as pivot tables, data merging, and data analysis.
  • Resourceful, flexible and proactive in identifying solutions.
  • Proven organizational and time management skills.
  • Ability to multitask and prioritize effectively in a fast-paced environment.
  • High level of professionalism and attention to detail and discretion in handling sensitive information.
  • Ability to handle confidential matters with the utmost discretion.
  • Must be flexible and able to adapt to various demands and priorities.

Work Conditions

  • Manual dexterity required to operate computers and equipment.
  • Interacts with employees, various management levels and the public at large.
  • Ability to lift up to 25 lbs.
  • Repetitive work.
  • Work takes place primarily at the head office in Winnipeg, Manitoba.
  • May be required to work some evenings and weekends.
  • Must be flexible and able to adapt to various demands and priorities.
  • Must be able to deal with frequent interruptions at work.
  • May be required to work off-site for events in urban and rural communities.
  • Environment can be noisy at times.

Core Competencies

  • Quality Orientation
  • Excellent organizational and time management
  • Problem Solving and critical thinking
  • Accountability and Dependability
  • Ethics, high level or professionalism and Integrity
  • Planning and Organizing
  • Strong written and verbal communication
  • Keen attention to detail
  • Teamwork

Benefits of the organization

  • Competitive Salary
  • Chambers of Commerce Group Benefits Program
  • Matched RRSP Contributions
  • Professional Development
  • Subsidized Parking
  • Telecommunications allowance
  • Hybrid work environment
  • Flexible Schedule
  • Social Committee
  • Time off between Christmas and New Years

About World Trade Centre Winnipeg

The World Trade Centre Winnipeg (WTC Winnipeg) is a member of the World Trade Centre’s Association, the leading international trade network, representing more than 300 World Trade Centre’s in nearly 100 countries.

The WTC Winnipeg provides support to Manitobans looking to start a business, and companies looking to expand beyond Manitoba.

How to Apply

Apply by sending your cover letter and resume to [email protected]

The deadline to submit an application is January 5th, 2025.

We thank all applicants for their interest; however, only those selected will be contacted for an interview.

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