Executive Assistant

The Westman Group of Companies; Winnipeg; On-site; CAD 45,000 - 65,000; Full time

Benefits offered by this job

Health & Dental

Vision Insurance

Life Insurance

Long-term Disability

Travel Insurance

Company Pension Plan

Paid Vacation

Paid Sick Leave

Employee Assistance Program

Job summary

Family Dynamics is seeking an Executive Assistant to provide confidential, high-level administrative support to the Executive Director and Board of Directors in a dynamic nonprofit environment. The role coordinates governance activities, manages calendars, travel, and meeting logistics while ensuring deadlines and action items are tracked effectively.

The position requires professionalism, discretion, and strong organizational skills with 3–5 years of relevant experience.

Qualifications

• Diploma or degree in Office Administration, Business Administration, or a related field preferred.
• Minimum 3–5 years of progressively responsible administrative experience, preferably supporting senior leadership and/or Boards of Directors.

Responsibilities

• Provide confidential administrative support to the Executive Director by managing calendar, appointments, meetings, and travel arrangements, while tracking deadlines, projects, and action items to ensure timely follow-up and completion.
• Coordinate all Board and committee meetings, including scheduling, logistics, agendas, board packages, minutes, and supporting documentation; attend meetings as requested, accurately record proceedings, and maintain official governance records.
• Oversee daily office administration functions, including managing office supplies, inventory, and procurement processes, to ensure efficient and effective office operations.
• Provide IT support to the Office IT Administrator and oversee the maintenance, troubleshooting, and day-to-day management of general office equipment and technology.

Skills

Discretion

Calendar management

Board coordination

Communication

Travel planning

IT support

Office software

Education

Diploma or degree in Office Administration or related field

Tools

MS Office

Email/Calendar tools

Video conferencing

Job description

The Executive Assistant (EA) provides high-level administrative and organizational support to the Executive Director and Board of Directors to ensure the effective operation of the organization. The EA serves as a key point of coordination for executive and governance activities, while also supporting day-to-day office operations.

• Provide confidential administrative support to the Executive Director by managing calendar, appointments, meetings, and travel arrangements, while tracking deadlines, projects, and action items to ensure timely follow-up and completion.
• Coordinate all Board and committee meetings, including scheduling, logistics, agendas, board packages, minutes, and supporting documentation; attend meetings as requested, accurately record proceedings, and maintain official governance records.
• Oversee daily office administration functions, including managing office supplies, inventory, and procurement processes, to ensure efficient and effective office operations.
• Provide IT support to the Office IT Administrator and oversee the maintenance, troubleshooting, and day-to-day management of general office equipment and technology.

Requirements

This position requires exceptional professionalism, discretion, organizational ability, communication skills, and the capacity to manage multiple priorities in a dynamic non-profit environment.

• Diploma or degree in Office Administration, Business Administration, or a related field preferred.
• Minimum 3-5 years of progressively responsible administrative experience, preferably supporting senior leadership and/or Boards of Directors.

At Family Dynamics, your well-being is our priority:

Supporting others also means supporting our team. We have you covered!

Positive and supportive work environment including active committees:

• Health and Safety;
• Diversity, Equity and Inclusion
• Psychological Health and Safety
• Health and dental coverage, vision, life insurance, long-term disability insurance and travel insurance, Company pension plan

Other Benefits:

• Employee Assistance Program
• Paid Sick Leave that accumulates upon hire
• Paid Vacation Leave that accumulates upon hire
• Ongoing training and opportunities for professional development.

Family Dynamics is committed to a diverse, inclusive and equitable workplace environment. We welcome applications from all women, racialized persons, indigenous persons, persons with disabilities and 2SLGBTQ+ persons to confidentially self- identify at the time of application. Applicants can request reasonable accommodations through all aspects of the selection and recruitment process. Please contact HR at [e-mail] to make those arrangements.

As a condition of employment, applicants will be required to provide a satisfactory criminal records check, including vulnerable sector search, and child abuse registry check, within 3 months of the present date.

We thank all applicants for their interest, but only those selected for an interview will be contacted.