Executive Assistant
Job Summary
Under the direct supervision of the MHCA Vice-President, the Executive Assistant will have proven experience providing high-level clerical and administrative support in a fast-paced office environment and provide detail-oriented and reliable administrative support to Executive and Management staff. The Executive Assistant will also be the first point of contact for visitors, and will have a professional and welcoming demeanor, while managing other responsibilities with efficiency and discretion.
The Executive Assistant is:
- skilled in managing calendars, scheduling meetings, handling correspondence, maintaining records, and supporting day-to-day operations with accuracy and efficiency.
- Demonstrates strong organizational, professional, discretional, communication, and problem-solving skills while working independently under minimal supervision.
- Known for maintaining confidentiality, meeting deadlines, ensuring smooth workflow in support of management and team objectives, and is able to work under pressure.
The Executive Assistant represents MHCA with members of the public, stakeholders, office guests, and MHCA Board members and is required to be knowledgeable about MHCA operations and current issues under consideration by MHCA.
MHCA is the recognized voice of Manitoba’s heavy construction industry, providing essential services such as advocacy, industry information, networking, and workforce development. It represents more than 400 member organizations that build critical infrastructure such as roads, bridges, and water systems. Through programs like WorkSafely and WorkForce, MHCA promotes high standards in workplace safety and works to position the industry as a top career choice for a diverse workforce.
MHCA’s standard office hours are Monday to Friday from 8 a.m. to 4:30 p.m. We offer a competitive total compensation package including comprehensive health and dental coverage, and a retirement savings program with employer contributions. This position is not eligible for flexible workplace arrangements.
Key Tasks
General Office Administration
- Provides exceptional customer service by demonstrating a high degree of professionalism, tact, and political acumen in prioritizing and responding to all inquiries, telephone calls, electronic correspondence, in-person visitors, and all day-to-day interactions.
- Screens incoming phone calls, emails, correspondence, forwards to appropriate responders, assembles background materials, and initiate draft responses on routine issues. Will follow up to ensure they are addressed in a timely manner.
- Processes all incoming and outgoing mail, including tracking and follow up, along with coordination with courier as required.
- Administers and maintains MHCA database, mailing lists, email distribution lists, etc.
- Maintains and manages training room and boardroom bookings for MHCA including ordering food.
- Maintains common areas in professional and organized manner.
- Maintains inventory and orders general office supplies and kitchen items.
- Responsible for sales of merchandise, publications, etc.
- Recommends and/or implements improvements to filing systems to increase efficiency and security.
- Tracks and manages key dates related to office contracts including contract renewals, compliance deadlines, etc.
- Manages communication and schedules with service providers including but not limited to phones, computers, printers, office cleaning, office supplies, garbage/recycling.
- Participates in and assist with development, implementation, and/or improvement of MHCA Office policies, procedures, systems and services, specialized and confidential projects, including identifying issues and possible solutions to assist the organization in meeting its goals and objectives.
Executive/Management Team Support
- Receives all documents and correspondence addressed to the Executive and Management Team. Deals directly in instances as required by answering straight forward inquiries from staff, Board members, MHCA members, and public.
- Drafts and edits general correspondence, presentations, briefing documents, and reports from dictation, ensures proper grammar, punctuation, spelling, formatting, etc.
- Assists Executive and Management Team with preparation of presentations, discussion papers, reports, and information sessions.
- Prepare monthly expense reports for Executive.
- Manages calendars for Executive including booking meetings, responding to event invitations, and adjusting daily schedules as required.
- Schedule any travel arrangements (flights, accommodations, etc) for Executive and Management Team.
- Maintain and oversee Executive file management systems, ensuring confidential records and documentation are organized, secure, and readily accessible.
- Retrieve specific files or information quickly upon Executive request.
- Primary IT contact for Executive and Management Team.
- Prepares agendas and associated materials for Board, Committee, Management Team, and staff meetings.
- Takes and distributes minutes for Board, Committee, Management Team, and staff meetings.
- Assists with MHCA events, including being on-site as required. Occasional early morning and evening assistance when required.
- Other duties as assigned.
Education/Certification/Training
- Successful completion of Business Administration Diploma
- Related completed post-secondary education may be considered
Experience
- Minimum 5 years of prior experience working for senior executive, in progressively responsible positions; providing administrative support including but not limited to, providing professional advice, drafting and formatting complex documentation and correspondence, records management, and managing calendars.
- Experience handling highly sensitive and confidential matters.
- Experience applying critical thinking and sound judgment in high-pressure environments to assess problems, evaluate options, and implement effective solutions.
- Proven experience building and maintaining strong relationships through effective interpersonal skills, consistently establishing credibility and trust with employees at all levels, external stakeholders, and the public.
- Effective written communication skills with experience conducting research, preparing, drafting and editing written reports, agendas, meeting minutes, briefing notes and correspondence for senior executives and/or Board of Directors.
Knowledge, Skills, & Abilities
- Strong verbal communication skills with the ability to effectively communicate and provide thoughtful and strategic advice on a wide variety of issues and subjects to all levels including senior management.
- Awareness of ongoing MHCA challenges and priorities.
- Strong organizational skills with the ability to plan, prioritize and meet competing deadlines.
- Advanced typing skills (55 WPM)
- Advanced Proficiency using computer programs such as Microsoft Office Suite (Word, Excel, Outlook, Teams), file management systems (e.g SharePoint), and CRM systems with the ability to learn new software programs.
- Class 5 drivers’ license with access to a vehicle as required.
- Proven reliability
To apply for this position, please send your application to felicia@mhca.mb.ca
