Administrative Assistant Job at Canada Post – Postes Canada in Winnipeg, MB
Business Function: Administrative Support
Primary City: Winnipeg
Employment Type: Full-Time
Employment Status: Permanent
Language Requirement: English Essential
Employee Class and Level: CPXMA01
Number of Vacancies 1
Job Closing Date (dd/mm/yyyy): 05/01/2020
In conjunction with the general manager or in the general manager’s absence, the Administrative Assistant will coordinate all priority action and ensure follow-up; respond promptly and efficiently to requests for information from senior managers, external managers, directors or functional heads. Respond to urgent requests for information and deal with critical situations in a prompt, discrete and tactful manner.
Below are the main job requirements and responsibilities for the Administrative Assistant.
Ensure inter-service liaison between the general manager’s office and head office, senior management, the Vice-Presidents and administrative coordinators for senior management and executives.
Act as a liaison officer with the managers and directors regarding the progress of current projects or issues for the general manager. Ensure that the time lines are met and report to the general manager on this matter.
Draft letters, prepare summary excel reports, minutes of meetings and other similar documents from rough notes, prepared copy and drafts.
Coordinate the Presidential Reports/Replies and Ombudsman Reports process (complaints from customers and/or employees) for Prairie Region. Forward report requests from the President and the Ombudsman received from Head Office to the appropriate Director and monitor them very closely. Monitor and follow up as required within specified timeline.
Draft and sign replies to requests of a general (not technical) nature, acknowledgements, and interim replies; prepare drafts of letters for the general manager’s signature, or compile and/or summarize information to facilitate drafting of replies.
Job Responsibilities (continued)
Sort and read the general manager’s mail and email; identify priorities, note important dates and monitor time lines; submit relevant mail and mail for signature to the general manager.
Plan the general manager’s schedule/time (business engagements, appointments, meetings), and provide relevant documents and/or obtain all documents required for travel and meetings. Maintain General Manager’s Outlook calendar using it to schedule/invite attendees to meetings.
Maintain an up-to-date, well ordered filing system, accessible to everyone, to avoid mistakes in file processing.
Answer telephone calls and provide the information requested; answer and forward messages; direct calls to the people responsible; screen telephone calls; determine the importance, urgency and/or relevance of the requests; forward the requests to the appropriate individuals or section.
Organize and provide the documents required to compile information folders to be presented and discussed at management meetings.
Prepare, undertake and assume responsibility for specials projects as requested by the functional head, in accordance with management’s needs (e.g., Feedback 360, privacy).
Perform other related duties. In particular, make travel arrangements and hotel reservations, prepare various types of expense claims, and pre-approvals, proof expense claims for Directors, fill out requests for office supplies, material and equipment, request repair and maintenance services for office equipment. Organize conference calls. Organize meetings or visits for the general manager, directors or managers. Organize breakfast, lunch or dinner meetings for the general manager, directors or managers.
Use various software and computerized programs, such as Microsoft Office, Excel, Word, Power Point, SAP (Time and Leave and Expenses). Assume responsibility for personal technological and operational development.
Minimum of High School Diploma or equivalent with related administrative training.
Completion of post-secondary (College/University) courses would be an asset.
One to three years of experience in a secretarial/administrative assistant role – experience in this role at the executive level will be considered a strong asset.
Strong knowledge and experience using various software including MS Office Word, Excel, PowerPoint, SAP and Outlook
Other Candidate Requirements
Strong organizational, prioritization and time-management skills.
Good interpersonal skills.
Strong oral and written communication skills.
Safety Sensitive Positions
This position may be considered a Safety Sensitive position.
Canada Post is committed to employment equity and encourages applications from women, Aboriginal people, persons with disabilities and visible minorities.
Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.
If you are contacted by Canada Post regarding a job opportunity or testing, please advise if you require accommodation.
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.
Our Leadership Behaviours
Decision Making – A champion of the organization who takes calculated risks and makes prudent, common sense decisions about current issues, future opportunities and resource requirements in a timely, well thought out manner that aligns with the corporation’s best interests.
Accountability – An individual who strives for performance excellence and who holds him/herself and direct reports accountable for decisions and actions and for learning from mistakes when intended results are not achieved.
Business Orientation – A proactive individual who understands the competitive nature of the business, and is committed to sustaining the business through excellent customer service and new business opportunities.
Execution – A focused and self-motivated individual who acts with a sense of urgency and delivers on time and within budget, by dealing effectively with challenges and ambiguous situations.
Leading People – A compelling communicator and leader who engages, motivates and inspires others to achieve results and who encourages personal growth and finding better ways of doing things.
Canada Post’s corporate values reflect the principles, beliefs and aspirations that guide our behaviour and shape our culture.
Transformation – We will innovate and transform to win in the marketplace.
Customer – We serve Canadians with pride and passion.
Integrity – We act responsibly and with integrity.
Respect – We treat each other with fairness and respect.
Safety – We are committed to a safe and healthy environment for all our stakeholders.
Company: Canada Post – Postes Canada
Company Location: Winnipeg, MB