Administrative Secretary to the Deputy Minister

Job summary

Provide independent, professional, and confidential administrative support to the Deputy Minister. Manage the Deputy Minister’s calendar, coordinate meetings and correspondence, and prepare reports and submissions.

Job details

AYD Administrative Secretary to the Deputy Minister Regular/full-time Various Departments Deputy Minister Winnipeg MB Advertisement Number: 45678 Salary(s): AYD $57,950.00 - $68,257.00 per year Closing Date: October 22, 2026 The Manitoba government recognizes the importance of building an exemplary public service reflective of the citizens it serves, where diverse abilities, backgrounds, cultures, identities, languages and perspectives drives a high standard of service and innovation. The Manitoba government supports equitable employment practices and promotes representation of designated groups (women, Indigenous people, persons with disabilities, visible minorities). Employment Equity is a factor in selection for this competition. Consideration will be given to women, Indigenous people and persons with disabilities. An eligibility list may be created for similar positions and will remain in effect for 12 months. Candidates who do not meet all essential criteria may be considered on an underfill basis at a commensurate rate of pay. This competition may be used to fill any upcoming AYD or AO1 vacancies at the Manitoba Legislative Building for future acting status, term or regular appointments. Where established, an eligibility list will remain in effect for 12 months or expired based upon operational requirements. This competition may also be used to source candidates for other administrative positions at the Administrative Secretary 4 (AY4) classification. Preference may be applied to internal candidates. To be considered for this competition you must submit a resume and application form. Complete the application form at the link below or contact Human Resource Services under “Apply to” to request a copy of the application form. See below for further instructions. Duties: Reporting to the Deputy Minister, these positions function as the administrative assistant to the Deputy Minister. Incumbents are expected to work independently and are responsible for providing highly professional and confidential administrative services including managing the Deputy Minister’s calendar, scheduling meetings, processing correspondence to and from the Deputy Minister’s office, as well as preparing reports and submissions. Qualifications: Essential: Extensive experience providing administrative and secretarial support to executive and senior level staff Experience scheduling and coordinating meetings, travel arrangements, taking minutes, meeting preparation and day to day administrative support Experience working in a high-volume administrative environment with consistently shifting priorities Excellent written communication skills, with the ability to draft, format, edit and proofread correspondence on behalf of senior level staff, with excellent attention to detail Demonstrated political acumen and ability to effectively manage and maintain confidentiality when dealing with sensitive information and documentation Experience coordinating the flow of incoming and outgoing correspondence while setting up/maintaining both physical and digital filing systems Strong interpersonal and verbal communication skills to interact professionally with a variety of executive and senior level staff, while building strong working relationships Proven organizational and time management skills to prioritize workloads and effectively manage deadlines Ability to work independently and take initiative, while managing unexpected changes or last minute requests Experience in Microsoft Office, including Word, Excel, Outlook and PowerPoint Desired: Experience working with Activities and Issues Management System (AIMS) or Shared Information Management System (SIMS) Post secondary education in office administration is an asset Experience working with The Personal Health Information Act (PHIA) and The Freedom of Information and Protection of Privacy Act (FIPPA) Conditions of Employment: Must be legally entitled to work in Canada Must be able to provide and maintain a criminal record check. Additional checks may be required depending on the position Must be able to work overtime as required Apply to: Advertisement # 45678 Talent Acquisition Human Resource Services 600-259 Portage Avenue Winnipeg, MB, R3B 2A9 Phone: 204-945-7518 Fax: 204-945-0601 Email: govjobs@gov.mb.ca Applicants may request reasonable accommodation related to the materials or activities used throughout the selection process. When applying to this position, please indicate the advertisement number and position title in the subject line and/or body of your email. Your cover letter, resumé and/or application must clearly indicate how you meet the qualifications. Please be advised that job competitions for represented positions may be grieved by internal represented applicants. Should a selection grievance be filed, information from the competition file will be provided to the grievor's representative. Personal information irrelevant to the grievance and other information protected under legislation will be redacted. We thank all who apply and advise that only those selected for further consideration will be contacted. _

What you’ll do

Provide independent, professional, and confidential administrative support to the Deputy Minister. Manage the Deputy Minister’s calendar, coordinate meetings and correspondence, and prepare reports and submissions.

Requirements

Candidates need extensive administrative and secretarial experience supporting executive or senior-level staff, including in a high-volume environment with shifting priorities. They must demonstrate strong communication, organization, confidentiality, and independent work skills, and have experience with Microsoft Office; post-secondary office administration education and familiarity with AIMS, SIMS, PHIA, or FIPPA are assets.

Listed skills

• written communication · Preferred
• Microsoft Excel · Preferred
• report preparation · Preferred
• Microsoft Word · Preferred
• interpersonal communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Administrative Support
• Calendar Management
• Meeting Coordination
• Travel Arrangements
• Minute Taking
• Correspondence Management
• Report Preparation
• Written Communication
• Proofreading and Editing
• Confidentiality
• Political Acumen
• Records and Filing Systems
• Interpersonal Communication
• Organization and Time Management
• Microsoft Word
• Microsoft Excel

Job areas

• Administrative
• Government & Public Sector

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