Executive Administrative Assistant

Manitoba Possible. • Full-time • Winnipeg, Manitoba, Canada • C$ 42,493 - C$ 53,116 / year • 1d ago

We are

Manitoba Possible. We believe an inclusive and accessible society is possible. That is why we work together to eliminate barriers to full and equal participation. Manitoba Possible provides programs and services throughout the province. The way we do that is by working collaboratively, diversifying in every way possible, and innovating at every level.

You are

An Executive Administrative Assistant. You will provide administrative support to the Executive Team of Manitoba Possible. This role ensures the smooth operation of executive functions through effective coordination, communication, and organizational support.

This is a full time 1-year term position.

Your Role

Provides administrative support to the Directors of the Executive Team which includes but is not limited to:
Policy Management Committee - agenda prep, minute taking, general admin
Supports Privacy Officer with file access requests and file breach coordination
Maintains confidential files and records
Organizes and process invoices and file financial records
Manages multiple Outlook calendars for scheduling meetings
Creates and edit forms and draft letters as needed
Provides administrative and technical support to the Directors of Provincial Services for the delivery of Programs which includes but is not limited to:
Financial reporting and assistance with budget preparation
Organize and process invoices and file financial information
Maintain an inventory of contracts and record keeping for Service Purchase Agreements
Gather program stats and prepare reports for funders
Logistical support for travel and accommodation
Client Information Management System Admin – adding and deleting users, contacting Account Administrator for support
File retention and destruction
Provides support and community relations for various events which includes but is not limited to:
Annual Members Meeting
Staff Appreciation Day
Professional Development Day
National Access Awareness and Manitoba Access Awareness events
Fundraising events: Drop Zone, Our Charities Campaign
Other community events
Conducts research to gather and analyze data on client needs, community needs, and trends in non-profits and social enterprises.
Participates in various projects within or on behalf of Manitoba Possible.
Supports the Executive Assistant to the CEO, as required.
Back-up relief for Manitoba Possible office administrative support position(s), as required.
Adheres to all Manitoba Possible policies and guidelines.
Consistently communicates in a respectful, responsive and responsible manner.
Respects and values the diversity of communities and individuals.
Thorough understanding of Manitoba Possible’s vision, mission, values, and strategic priorities.
Other duties assigned that fall within the scope of the position
Ensure compliance and adherence to privacy and confidentiality as outlined in professional standards of practice, agency, provincial and federal guidelines.
Provides the Directors of Provincial Services (and members of the management team, individually and collectively) with Executive, Administrative, logistical support including, but not limited to:

What You Know

Post-secondary education in office administration, business, or a related field. Previous administrative experience is preferred. A combination of education and experience will be considered.
Proficiency in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams) and virtual meeting platforms (e.g., Zoom, Teams).
Experience with client information management systems and other software programs.
Experience processing invoices, basic bookkeeping, and maintaining financial records.
Familiarity with accounting software (e.g., Acumatica or similar).
Ability to work independently and as part of a team.
Ability to prioritize and support multiple people.
Excellent communication and interpersonal skills.
Ability to multi-task and meet deadlines.
Organized and innovative.
Knowledge of the accessibility standards of the Accessibility for Manitobans Act (AMA).
Experience working in a non-profit organization is an asset.
Bilingual – French and English is an asset.
American Sign Language (ASL) is an asset.

We encourage candidates with disabilities and lived experience to apply as well as candidates from diverse backgrounds. Accommodations will be provided upon request throughout the selection process. This document is available in other formats upon request. Contact Human Resources at 204.975.3023 if you have a request. This position requires a current Criminal Records Check including Vulnerable Sector Search, Child Abuse Registry Check and Adult Abuse Registry Check as conditions of employment. Send Resume with Cover Letter. We appreciate all who apply, however only applicants selected for an interview will be contacted. Closing date is August 14, 2025.

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