Administrative Assistant (Full-Time TERM) Winnipeg, MB

Kaizen Lab Inc.; Winnipeg; On-site; CAD 35,000 - 50,000; Full time

Job summary

Kaizen Lab Inc. is seeking an Administrative Assistant to support their Operations and Human Resources Departments. This role involves providing executive-level clerical and administrative support, managing schedules, assisting with departmental projects, and ensuring efficient HR operations. Candidates should have at least a year of experience and be capable of thriving in a fast-paced environment while maintaining confidentiality and attention to detail.

Qualifications

• Minimum 1 year experience as an administrative assistant.
• Previous experience in general HR duties is an asset.

Responsibilities

• Assist in scheduling and coordinating meetings.
• Support employee records management.
• Participate in recruitment and onboarding processes.

Skills

Communication

Time Management

Problem-Solving

Attention to Detail

Technical Aptitude

Education

Certification / Diploma in Office Administration

Tools

Microsoft Word

Microsoft Excel

HRIS (Payworks)

Job description

Reporting to the Executive Assistant, the Administrative Assistant is primarily responsible for providing administrative support to the Operations and Human Resources Departments. The Administrative Assistant will be required to both take direction and work intuitively to support the completion of the departments’ goals and objectives. The Administrative Assistant will provide executive-level support clerical and administrative support, prepare reports, conduct research, assist with departmental projects, and support various HR operations.

KEY DUTIES & RESPONSIBILITIES

General

• Assist the Executive & HR Team in scheduling and coordinating meetings, appointments, and project timelines with internal and external stakeholders
• Collaborate with departments across Siloam Mission to support organizational objectives
• Provide general information and support visitors
• Record, transcribe, and distribute meeting minutes efficiently
• Understand and adhere to all agency policies and procedures
• Other duties as it relates to the position

Operations Department Support

• Manage room bookings for external partners and ensure smooth logistics for meetings and events.
• Create, edit, and format documents to ensure clarity and professionalism.
• Support the EA in providing timely employee recognition

Human Resources Department Support

• Support employee records management (hard copy and electronic) by filing onboarding materials, personnel documentation, correspondence, and other HR data according to department protocols
• Conduct regular and timely audits of personnel files, ensuring renewals of Work Permits, Driver’s Licenses, professional certifications, etc., are up to date
• Support recruitment and onboarding processes in collaboration with the Human Resources Generalist (HRG) including but not limited to : posting job advertisements; assisting with resume screening when requested; scheduling interviews; and participating in interviews upon request
• Support onboarding activities such as coordinating new-hire documentation and background checks (Criminal Record Check with Vulnerable sectors check and Adult Abuse Registry check)
• Maintain and monitor the HR and Recruitment email accounts, responding to general inquiries related to payroll, job openings, vandalism, and other general HR matters in a professional and timely matter
• Actively participate in brainstorming, research, and analysis to support HR initiatives
• Maintain strict confidentiality of all employee records and sensitive information

EDUCATION & EXPERIENCE

• Completion of a certification / diploma in Office Administration an asset
• Minimum 1 year of experience as an administrative assistant in a fast-paced environment
• Previous experience in general HR duties an asset

KNOWLEDGE / SKILLS / BEHAVIORS

• Exceptional written and verbal communication skills
• Proven team player with ability to build positive working relationships with all levels of the organization
• Ability to work independently with minimal supervision
• Exceptional time management skills; ability to quickly adapt to shifting priorities and with tight deadlines
• Critical thinker with excellent problem-solving skills
• Outstanding attention to detail
• Strong technical aptitude, including demonstrated proficiency in the use of Microsoft applications such as Word, Excel, Outlook, PowerPoint; G-Suite and HRIS (Payworks) knowledge an asset
• Rigorous analytical and research skills
• Ability to work with a variety of sensitive information and to maintain confidentiality
• Experience and knowledge in the non-profit social services sector is an asset

RELATIONSHIP

• Works closely with supervisors, managers, directors and employees
• Working closely with the Executive Assistant to provide support to Directors, managers and external stakeholders
• Working closely with the HRG to provide support to the HR Department

WORKING CONDITION

Hours of work : Monday-Friday, 8 : 00 a.m. – 4 : 30 p.m.

• Ability to complete multiple tasks while dealing with frequent interruptions and tight timelines
• Ability to work with, and adapt successfully to, shifting priorities, variations in work schedules, locations and / or tasks and respond to changing procedures, technology and / or policies in a positive, appropriate manner

WORKPLACE SAFETY AND HEALTH

The incumbent contributes to making the organization safe for clients and staff and recognizes the importance of reporting unsafe situations and participating in follow-up reviews as a learning opportunity.

• Provides a safe environment by ensuring adherence to Workplace Safety and Health Regulations and Policies, Infection Control Guidelines, WHMIS and Safe Work Procedures
• Immediately investigates and recommends corrective action on any unsafe acts, work conditions, incidents, near misses, injuries or illnesses
• Demonstrates understanding of role and responsibilities in fire prevention and disaster preparedness and participates in safety and health training programs including the facility’s Fire, Disaster and Evacuation Plan
• Supports an environment which avoids, prevents and corrects all activities or actions which may result in an adverse outcome in the delivery of services. Community Member safety is a standing item for all individual and departmental meetings

CLOSING DATE : please submit Cover Letter and Resume by 19 MAY 2025

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