Administrative Assistant, Winnipeg Manufacturing

• Supports the Senior Director and sections by organizing and participating in meetings and special events as well as maintain their calendars. Ensures that all aspects such as agendas, conference rooms, catering, IT, documentation, coordination, etc. are organized in a professional manner.
• Ensure that key communication messages are cascaded to the sections.
• Manage and coordinate the logistics pertaining to high security plant tours and visits.
• Conduct research for and assist in the preparation of presentations / reports: sectional budget, workforce plans, training plans, executive presentations, Access to Information requests, Parliamentary Inquiries, etc.
• Prepare Travel Authorities as well as Hospitality, Conference, Event and Group Travel Expenditure Approval forms in accordance with the policy. Organize cost effective travel arrangements for the sections, prepare requests for cash advances and travel/general expenses.
• Create and maintain all files and documents following records management guidelines: physical strategic files, intranet documents, process all incoming and outgoing mail and prepare documents for archiving.
• Monitor to ensure timesheets are submitted into V.I.P. system prior to sign off deadline.
• Provides support for Health & Safety initiatives and the Workplace Health and Safety Committee, including coordinating safety walks, tower inspection, near-miss follow-ups and registry tracking.
• Manage prescription safety eyeglasses and uniform programs to ensure documentation is up-to-date and invoices are verified prior to payment.
• Provides support with coordinating various Rewards & Recognition activities, including programs such as iBoutique, Director’s Awards, Bravo Recognition and Retirement celebrations.
• Assists in drafting, proofreading and editing internal/external documents including, but not limited to, emails, templates, correspondence, and presentations, etc.
• Reconcile procurement credit card for sectional purchases, prepare purchase requisitions and coordinate invoice payment.

Hybrid (3-5): This position offers a hybrid work arrangement, requiring on-site presence at our Winnipeg location three to five days per week, depending on meeting requirements and other activities.

This selection process may also qualify you for other positions with similar requirements and qualifications.

Languages Requirements:

• English proficiency is essential. Proficiency in French is considered an asset.

If no qualified candidate fully meets the linguistic profile of the position, other bilingual profiles may be considered, in accordance with the Mint’s Staffing Policy.

Education & Designation:

• College diploma or certificate in related area or a combination of education and relevant work experience will be considered

Experience:

• Minimum of 3 years of related business experience

Additional Qualifications:

• Experience in applying appropriate techniques and practices in planning, priority setting and organizational assessment required to manage shifting and unforeseen priorities.
• Must have in-depth knowledge of various software programs (Microsoft Office: Word, Excel, and PowerPoint)
• Ability to thrive in a fast-paced, confidential and sensitive environment and work effectively under pressure to meet set deadlines
• Excellent administrative abilities, strong organizational skill and detail oriented
• Effective communication, interpersonal and presentation skills
• Collaborative, open-minded and creative in a team-oriented setting
• Adaptable, reliable and takes initiative
• Positive attitude, supports team efforts and works cooperatively with others
• Bilingualism is an asset