Job Posting for Executive Assistant 2 at City of Winnipeg
Under the general direction of the Chief of Fire Paramedic Service, the Executive Assistant is responsible for providing administrative oversight and guidance to the Winnipeg Fire Paramedic Service. This position oversees, supervises and manages the Executive Office and is the FIPPA Coordinator for the Department.
As the Executive Assistant, you will:
Provide leadership and supervision to the Executive support team.
Manage the daily operations of the Executive Office.
Direct and coordinate the flow of all incoming and outgoing communications for the Executive Office including assigning reports or requests for information to appropriate divisions and drafting replies where appropriate.
Analyze all correspondence, reports and contract awards submitted to the Executive Office for approval including providing comments to the submitter and requesting additional information.
Review agendas and meeting minutes and identify all relevant action items for the Department (i.e. Executive Policy Committee and Council agendas). Ensure the appropriate and pertinent background material is available for briefing purposes for all meetings.
Track all initiatives taken in resolving issues that are of a senior or sensitive nature and advise the Chief of the status. Closely monitor the progress of all directives issued until required action is completed.
Manage the Chief’s schedule including arranging meetings and appointments based on personal knowledge of Chief’s workload and current issues of importance. Brief the Chief on matters to be considered before scheduled meetings.
Liaise with Members of Council, Mayor’s Office, Department Directors, Unions/Associations and other internal and external stakeholders.
Prepare agendas for Senior and Executive Management Team meetings, take and distribute minutes and act as official custodian of Senior and Executive Management Team records and all records of the Director’s Office.
Review and respond to all FIPPA requests as the Department's FIPPA Coordinator.
Conduct special research projects on behalf of the Chief and provide monthly progress reports.
Your education and qualifications include:
Completion of post-secondary education (degree or diploma) in Business Administration or related field. A combination of related education, training and experience may be considered.
Minimum 5 years’ experience providing administrative support at the senior/executive management level. Preference will be given to candidates with experience working in a similar sized public sector environment.
Minimum 3 years office management experience.
Experience in an emergency service environment is an asset.
Experience handling FIPPA requests is an asset.
Ability to supervise staff and provide coaching, mentoring and training.
Ability to provide a high level of service that respects the diversity of the workplace and the public.
Ability to evaluate work methods, business processes and procedures and make recommendations for and implement change.
Ability to handle confidential, sensitive and contentious issues/information with tact and discretion.
Ability to effectively problem solve and make sound decisions.
Ability to work independently; initiating, planning and completing projects and work with minimal direction.
Effective verbal communication skills.
Effective written communication skills with the ability to prepare, edit and proofread executive level documents and reports.
Excellent interpersonal skills with the ability to establish and maintain positive working relationships at all levels of the organization, with external stakeholders and members of the public.
Strong organizational skills with the ability to prioritize multiple tasks in a fast-paced environment with tight deadlines.
Proficiency with MS Office Suite (Word, Excel, Outlook and TEAMS) as well as the ability to work with other computer-based programs.
Knowledge of City of Winnipeg processes and understanding of the City’s political and administrative structure.
Knowledge of current issues under consideration by Winnipeg Fire Paramedic Service.
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 https://www.canalliance.org/en/ at application.
CONDITIONS OF EMPLOYMENT:
The successful applicant must possess and maintain legal eligibility to work in Canada.
Police Information Check and Police Vulnerable Sector Check (original copy) from the City of Winnipeg Police Service (RCMP or provincial equivalent), satisfactory to the employer which must be dated no more than thirty (30) days prior to the start date of employment. This document will be required from the successful candidate, at their expense. Any infractions, offences or investigations occurring prior or after application submission must be reported to the WFPS. For more information please visit: https://winnipeg.ca/police/pr/PIC.stm#online.
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