The Winnipeg Foundation is Canada’s first community foundation. Our vision is ‘A Winnipeg where community life flourishes for all.’ The Foundation works to make this vision a reality by supporting all types of charitable projects and organizations in our city, as well as engaging in a variety of leadership activities.

Last year, The Foundation made grants totaling $41.1 million to more than 900 local charities. This work is possible thanks to generations of donors who have entrusted The Foundation with their dreams for our city, and their generous gifts. The Foundation is an endowment based organization. For Good. Forever.

The Foundation is committed to work/life balance and diversity both within the organization and in its work with the community.

We are currently recruiting for an

ADMINISTRATIVE ASSISTANT, CEO’S OFFICE

Reporting to the CEO, the Administrative Assistant will be responsible for providing administrative support to the CEO’s office, primarily to the Policy Administration Specialist, Strategic Projects Associate, Executive Assistant, and as required, for the CEO.

This position requires post-secondary education in a relevant field as well as 1-3 years of administrative experience in a customer service environment.

Applications will only be accepted via email to jobs at wpgfdn.org no later than March 13, 2019. Please title your email ‘Administrative Assistant – CEO’.

Please visit https://www.wpgfdn.org/AboutUs/JobOpportunities.aspx for more info!

POSITION:    ADMINISTRATIVE ASSISTANT

REPORTS TO:  CEO

POSITION SUMMARY:

This position is responsible for providing administrative support to the CEO’s office, primarily for the Policy Administration Specialist, Strategic Projects Associate, Executive Assistant, and as required, for the CEO.

SPECIFIC AREAS OF RESPONSIBILITY:

• Assists with the preparation of correspondence, reports and documentation and ensures they are appropriately scanned and filed;
• Compiles and prepares agendas for staff meetings and for the annual staff retreat, records and transcribes the minutes;
• Working with the Executive Assistant, takes the lead in collaboration with other staff to ensure original minutes are executed and all Board and Board Committee agendas/minutes are bound annually;
• Assists the Executive Assistant, and as needed, the Policy Administration Specialist, with tracking and developing reports relating to Board governance, i.e. board surveys and evaluations;
• Assists the Executive Assistant to print and circulate Board and Committee Agendas;
• Monitors community events and incoming invitations and maintains and monitors the external relations budget and as needed, prepares associated reports for management and the Board;
• Assists the Policy Administration Specialist to monitor, review and track organizational policies and processes;
• Assists the Policy Administration Specialist and Executive Assistant to ensure materials are uploaded to the Board Portal;
• Works with the Policy Administration Specialist to ensure updated or new policies are centrally located and shared with staff;
• Administers The Foundation’s Milestones Policy with guidance from the Policy Administration Specialist
• Under the guidance of the Policy Administration Specialist, compiles and prepares orientation binders for Board, Standing Committee Members and new staff;
• Works closely with the Strategic Projects Associate on the Professional Advisors Strategy including being responsible for monitoring and ranking Professional Advisors (based on a set formula) and preparing associated reports
• Works with the Strategic Projects Associate on strategic initiatives associated with The Foundation’s Strategic Plan;
• Compiles and provides statistical information, as required, for surveys arising out of the CEO’s office;
• Assists with tracking and arranging special events arising out of the CEO’s office;
• Participates on internal committees as required;
• Provide reception/switchboard coverage on a rotating basis;
• Assumes other duties as may be assigned.

EDUCATION

This position requires a certificate, diploma, or degree in a relevant field as well as demonstrated proficiency in all Microsoft office modules and database use.A university degree is preferred.

CREDENTIALS

There are no credentials for this position.

EXPERIENCE

This position requires a strong administrative background and 1 to 3 years of experience in a customer service environment.

COMMUNITY KNOWLEDGE

A certain level of community knowledge is inherent in the experience level expected and it will grow with experience in the job. 

DECISION MAKING/INDEPENDENCE OF ACTION

This is a supportive role but there are opportunities to determine work priorities within the context of overall demands within the CEO’s office.

ANALYTICAL THINKING AND PROBLEM SOLVIING

The incumbent is expected to prepare and analyze reports for external events and Professional Advisor related activities; to streamline processes and assist with monitoring organizational policies and processes to ensure compliance with legislated standards.

LEADERSHIP/INITIATIVE

This position is generally a supportive role but there is ongoing opportunity to exercise initiative by staying ahead of administrative timetables or identifying potential outreach opportunities.

CONTACTS/RELATIONSHIPS

This position will have contact with staff, Board Members and other volunteers.

SUPERVISORY AND ADVISORY RESPONSIBILITIES

There are no supervisory responsibilities attached to this position. 

Of note, the above statements are intended to describe the general nature and level of work being performed by an employee or employees assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of an employee or employees within this class.

Website: www.wpgfdn.org