Administrative Assistant

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Tammy Boyko and Carlan Wilbon with Aplin are seeking an experienced and highly organized Administrative Assistant to provide executive-level support to our clients corporate team, based in Winnipeg. This role is critical in ensuring efficient operations by managing priorities, facilitating communication, and handling sensitive matters with discretion and professionalism.

Benefits & Perks

• Immediate temporary Administrative Assistant role
• Potential for extension and or temporary to hire opportunity
• Convenient downtown Winnipeg location

Responsibilities

• Provide comprehensive administrative support to the Directors, including managing inquiries, coordinating divisional responses, and occasionally responding on their behalf.
• Manage and prioritize high-level and confidential matters, ensuring timely follow-up and appropriate action in the absence of the Directors.
• Control the flow of information through the Directors’ office, including screening incoming and outgoing correspondence, monitoring deadlines, and proofreading and formatting documents such as briefing notes, letters, and recommendations.
• Serve as a liaison with the office of the Vice President of HR and provide back-up support to the Executive Assistant to the VP when required.
• Coordinate meetings, seminars, town halls, and other events, including agenda preparation, minute taking, logistics, travel arrangements, and follow-up communications.
• Prepare and distribute divisional communications and support the development of regular reports, such as quarterly business plan updates.
• Provide guidance to divisional staff on internal procedures, documentation standards, and correspondence formatting.
• Maintain and organize filing systems, including abeyance files, and ensure timely follow-up on pending items.
• Reconcile expenses and corporate credit card transactions for the Directors’ cost centre, and manage office supply orders.
• Support various operational tasks, including reviewing daily workflows, running training reports, and maintaining the divisional SharePoint site.
• Stay current with digital tools and office technologies (e.g., Microsoft Office Suite, MS Teams) to assist and support Directors and senior staff with troubleshooting and usage.
• Other administrative duties as assigned

Qualifications

• 3 plus years of experience as an Administrative Assistant in a Corporate environment
• Post secondary education, i.e., Business Administration Diploma
• Proficiency in Microsoft Word, Excel, Outlook, Teams, SAP, and HRMS.
• Strong administrative capabilities, including excellent written and verbal communication skills, attention to detail, and the ability to interpret and apply instructions accurately.
• Exceptional customer service and communication skills.
• Ability to work collaboratively within a team.
• Demonstrated discretion and professionalism when handling confidential information.
• Criminal record check is required

At Aplin - together with our brands CompuStaff, Impact Recruitment, and Vantix Systems - we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers.

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