HR Executive Assistant

Job Synopsis

The Executive Assistant (EA) works closely with and reports to the Senior Director of Human Resources for MCC Canada. The position will provide administrative support, resources, and assist in coordination of long-term HR projects. The EA must ensure a high standard of communication with the various people and groups that relate to the Director of HR office and maintain a high standard of organization for projects and systems, including workflow management for Senior Director of Human Resources’ office. The Executive Assistant will also support the Senior Director of Human Resources with research, budget and report preparation, and other duties assigned by the Senior Director of Human Resources.

This position is available on a salaried basis. Only those candidates who are legally eligible to work in Canada should apply.

Job Details

Salaried Employee - Full Time at 1 FTE

Qualifications

All MCC workers are expected to exhibit a commitment to: a personal Christian faith and discipleship; active participation in a Christian church or Christian community; and nonviolent peacemaking. MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.

Essential:

• Relevant bachelor’s degree plus 0-2 years of related experience, or a Business Diploma plus 5-7 years of equivalent experience in a senior Administrative Assistant role.
• Strong written communication skills and sensitivity to the complexities of cross-cultural communication.
• Organization and time management skills to prioritize, track and move simultaneous projects to meet deadlines; ability to accurately attend to details.
• Experience managing multiple time-sensitive projects or responsibilities.
• Ability to deal with confidential information in an appropriate and professional manner.
• Demonstrated initiative with the ability to work without direct supervision and to deal with situations and issues persistently and pro-actively.
• Willing and available to maintain a flexible schedule with potential overtime work, particularly before and during meetings.
• Police record check.

Preferred:

• Proficiency in French or Spanish.
• Cross-cultural or international work experience; awareness of the complexities of working in multiple legal systems.

Key Responsibilities

Major Responsibilities:

• 60% Administrative support for Senior Director of Human Resources
• 20% Reporting, research, and budget support
• 20% Administrative support for HR Networks

60% Administrative support for Senior Director of Human Resources

• Manage incoming communication to the Senior Director of Human Resources, responding when appropriate. Organize communications and alert Senior Director of Human Resource to unusual circumstances or urgent communications that require the Senior Director’s intervention.
• Scheduling and organizing meetings. Maintain the daily schedule for the Senior Director of Human Resource and assist with workflow by identifying significant upcoming events and preparations required.
• Organize recurring meetings (in person and virtual) as required by the Senior Director of Human Resource. This includes planning meeting logistics, gathering, and distributing meeting materials, and taking and distributing minutes.
• Attend meetings and assist with assigned projects.
• Provide administrative support for case management and MCC Speak Up Service including ensuring documents are properly filed per confidentiality requirements.
• Work with the Senior Director of Human Resources to connect and resource MCCC provincial offices, including maintaining current human resource materials, procedural manuals, etc.
• Collaborate with the MCC US Human Resources Assistant on overall delegation of IP admin support projects.
• Coordinate travel schedule for the Senior Director. Apply for country visas, book flights and request cash advances.
• Track overtime/long days and travel time for the Senior Director of Human Resources. Maintain regular contact with the Senior Director of Human Resources during travel. Maintain essential functions during Senior Director’s absence.

20% Reporting, research, budget support

• Manage administrative functions related to the Senior Director of Human Resources’ office: word processing, filing and record keeping, invoices, expense claims, preparing reports, budgets, and presentations.
• Assist the Senior Director of Human Resources in creating and developing HR reports for HR network meetings, IP meetings and board meetings.
• Follow MCC Financial Services (FS) requirements and respond to questions about HR invoices, payment requests, and credit card charges as directed.
• Support Senior Director of Human Resources in creating PowerPoints, excel sheets and other presentation materials.

20% Administrative support for HR Networks

• Assist Senior Director of Human Resources with organizing and implementing various HR projects.
• Scheduling, files organization, minutes for various HR Networks in collaboration with other HR administrative assistance.
• Maintain HR Omnia page.
• Responsible for the document management of HR archived files, both electronic and paper. Develop procedures, train other HR staff, and oversee document storage, culling, digitization and archiving for HR personnel files, HRIS documentation, and HR project files.

Other duties as assigned.

Start Date

16 Dec, 2024

Salary Details

Base salary: $53,055

Benefits

MCC Canada (MCCC) has a Group Benefit plan which is paid by MCCC, it includes; Supplemental Medical/Dental/Vision, Employee Life Insurance, AD&D, global medical assistance, RRSP contribution match, Employee Accidental Death, Dismemberment and Specific Loss, and Dependent Life Insurance. Long Term Disability is employee paid. Critical Life Insurance is available at employee discretion and employee paid. These benefits are effective on your first day of employment with MCC Canada.

Location Description

Winnipeg is a city of approximately 835,000 people located on the Red River, 112 kilometers north of the U.S. border. Being near the centre of Canada, it is a major transportation hub. The city's population is diverse and has the largest urban Indigenous population in Canada. English is the most common language spoken in Winnipeg, while also being home to a large francophone population. Tagalog, German, Mandarin or Cantonese, Ukrainian and Punjabi are other top languages spoken.