Executive Secretary

Under the general direction of the Executive Assistant to the Fire and Paramedic Chief, the Senior Clerk provides supervision of the Executive Support staff, and support in managing all aspects of the Chiefs office including scheduling, correspondence, issue tracking, and deadline control. This position is responsible for ensuring that all administrative support requirements in the Chiefs Office are being provided at an efficient level.

As a central contact point in the Chiefs Office for members of Council, Senior Management, departmental staff and the general public, the Senior Clerk utilizes discretion, the ability to deal with confidential issues, and sound judgment in workload management, prioritization of issues and the provision of departmental information on a day-to-day basis, and may respond directly on behalf of the Chief on some issues.

As the Executive Secretary, you will:

• Direct and coordinate all incoming and outgoing communications for the Chief‘s office. Analyze all correspondence, policies, and guidelines submitted to the Chiefs Office for signature.

• Provide administrative support to the Fire and Paramedic Chief, Executive Assistant, Deputy Chiefs and Assistant Chiefs when required as well as arrange and coordinate travel-related requirements for department staff traveling on City business.

• Supervise Executive Support staff.

• Liaise with City Council Offices, City Corporate, Civic Administration and the general public on a variety of matters, some of a confidential nature, and coordinate and track responses to matters. May draft correspondence in relation to given matters.

• Provide administrative support relating to department labour relations issues.

Your education and qualifications include:

• Completion of a relevant certificate or diploma from a recognized educational institution, such as Administrative Assistant, Office Assistant and Business Administration or an acceptable combination of related education and experience.

• A minimum of five (5) years progressively responsible experience providing executive administrative support to senior level management including scheduling and arranging meetings; and creating and maintaining tracking and file/record management systems.

• Experience preparing, reviewing, analyzing and editing documents, correspondence and reports demonstrating excellent attention to detail and written communication skills.

• Experience working with confidential and sensitive documents and information while exercising discretion, tact and diplomacy in providing information to others.

• Experience using Microsoft software applications (Word, Excel, Outlook and TEAMS) at an advanced level.

• Ability to type accurately at an advanced level (55 wpm - net).

• Ability to work independently under minimal supervision and direction.

• Ability to understand complex policies and procedures.

• Strong verbal communication skills with the ability to convey information in a clear and concise manner to others.

• Excellent organizational skills with the ability to prioritize and multi-task in a deadline driven environment.

• Excellent interpersonal skills with the ability to establish and maintain strong working relationships in a collaborative team environment.

• Excellent client service skills with the ability to maintain composure and work in an efficient and professional manner while dealing tactfully with the public and employees and responding to requests and enquiries.

• Excellent problem-solving skills with the ability to make sound decisions demonstrating good judgement sometimes under stressful conditions.

• Knowledge of public sector administrative processes.

• Knowledge of the various divisions/operations of the Department.

• 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 maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
• Must possess and maintain a valid Police Information Check (original copy) from the City of Winnipeg Police Service (RCMP or provincial equivalent), satisfactory to the employer. 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
• Ability to work extended hours, as required.

APPLY ONLINE, including all documentation listed below by March 21, 2025

• Applicants must submit a current resume, clearly indicating how they meet the qualifications of the position. (Required)

For an application manual which contains more information about the position, application requirements, selection process, frequently asked questions, and application forms, please visit the Winnipeg Fire Paramedic Service website: http://www.winnipeg.ca/fps/careers

* Your application documents must clearly indicate how you meet the qualifications of the position *

* Applications submitted without the REQUIRED documentation will not be considered. *

Information :

• Company : City of Winnipeg
• Position : Executive Secretary
• Location : Winnipeg, MB
• Country : CA