All Manitoba Liquor & Lotteries employees may apply. Manitoba Liquor and Lotteries is committed to Diversity, Equity and Inclusion. We strive to hire a workforce that reflects the community we serve. Employment equity will be considered therefore applicants who identify as women, Indigenous people, members of racialized groups, and persons with a disability are encouraged to apply.

If you require an accommodation at any time during the recruitment process, please let us know how we can meet your needs.

Job Purpose

Reporting to the Chief Financial Officer, the Executive Assistant is responsible for providing accurate, professional and confidential senior level administrative services to support in the planning and execution of divisional requirements and services. This position coordinates administrative procedures, public relations activities and research and analysis functions for the Chief Financial Officer. The incumbent will apply experience, broad instructions or policies, will keep abreast of ongoing or arising situations and will maintain constant communication and understanding of priorities to anticipate the Chief Financial Officer's requirements or to assist in resolving issues that arise.

Job Responsibilities

• Manage the executive’s calendar by effectively scheduling and prioritizing meetings. Handle potential conflicts and monitor upcoming deadlines. Balance complex calendar management and coordination challenges.
• Manage, assist in, and prioritize document preparation and incoming correspondence, including e-mail management and a comprehensive bring forward system, leveraging exclusive access to highly confidential material.
• Coordinate meetings including preparing agendas, compiling and distributing documents in advance of meetings, inviting internal/external guests, arranging catering, sourcing meeting locations, determining audio/visual equipment needs, recording minutes, documenting action items and following up to ensure completion.
• Exercise authority as the executive’s delegate for various processes and technology tools such as the Employee Self Service system (ESS), IT System User Audits, etc.
• Collaborate with peers and business partners, as well as leaders’ direct reports in support of strategic and engagement initiatives, as needed.
• Analyze incoming and outgoing memoranda, submissions, and reports; coordinate information; assess for priority and recommend course of action. Prepare, coordinate and submit various documents to the Executive, committees and sub committees, and Board of Directors.
• Compose, format, proofread, edit, maintain and provide content advice on a variety of confidential correspondence reports and various business documents for consistency and accuracy prior to distribution.
• Conduct research, compile data, and prepare papers for consideration and presentation.
• Coordinate and maintain a log of document approvals required by the Executive and manage document flow through appropriate signing authority processes. Collect and disseminate information in a timely and accurate manner on behalf of the executive, on matters relating to divisional or corporate activities while ensuring the highest level of confidentiality and accuracy. In the absence of the Executive and/or Senior Management assess and forward priority issues for action to ensure continuity of workflow.
• Coordinate travel and related arrangements for the division. Assist potential travelers in completing the travel authorization (TA) Smartsheet. Ensure TA requests are warranted, validated, and budgeted. Manage records in accordance with corporate policies, legal, compliance and regulatory requirements to ensure that corporate records are being managed responsibly using MBLL’s established records management system. Liaise with internal and external stakeholders on behalf of Executive.
• Maintain sufficient stationery inventory levels in collaboration with other account holders of the online ordering system.
• Provide back-up administrative support for other Executive Assistants and support to divisional staff.
• Provide recommendations and solutions for improved operational efficiencies and service delivery.
• Building and maintaining positive vendor relations and correspondence along with coordination of specific documents, demonstrations, site visits and meetings.

Primary Qualifications

• Completion of an Administrative Assistant certificate program, or equivalent combination of education and experience in a senior/executive administrative capacity may be considered.

• A minimum of five (5) years progressively related work experience providing senior/executive level administrative support and office management duties in a large office environment.

• Superior planning and organization skills, including high attention to detail and strong deadline orientation.

• Proven ability to make appropriate, informed decisions regarding priorities and available time.

• Exceptional communication skills, ability to build strong working relationships and interact with internal and external stakeholders at all levels of the organization.

• Experience in preparing meeting minutes, agendas and other related office correspondence.

• Experience in handling inquiries and sensitive issues and the ability to coordinate the flow of information internally and externally.

• Experience and proficiency in Office 365 (Teams, Word, Excel, PowerPoint and Outlook).

• Must have demonstrated the ability to maintain the strictest confidence in dealing with highly sensitive business and employee information.

• Must have demonstrated the ability to work well under pressure, to prioritize workload to meet deadlines.

• The core competencies for this position include achieving quality results, adaptability/managing change, communication, customer service, decision making and problem solving, integrity and building trust, teamwork and cooperation and valuing diversity. These competencies are deemed important for the success of the position and organization.

Secondary Qualifications

• Basic accounting skills are an asset.
• Post-secondary certificate of diploma in Administrative Studies, Business Administration or Business Communications or a related discipline would be considered an asset.
• Two years of recent experience working directly in the specific divisional area is an asset.
• An understanding of gaming terminology and technology is an asset.
• Comprehensive knowledge of the variety of Commercial Gaming and Casino contracts and agreements is an asset.

**Testing may form part of the screening/selection process. Employment Equity will be a factor in the recruitment process. Circumstances may arise where the bulletin may need to be withdrawn or the number of positions may need to be increased.

We thank all interested applicants, however, only those selected for interviews will be contacted.

A Great Place to Work! Enjoy fantastic benefits with our Total Rewards package

Work/Life Balance and Wellness

• Discretionary Time: Up to 10 paid discretionary leave days per year, depending on bargaining unit. Employees can carry forward discretionary leave days each year for a total of up to 50 days.
• Hybrid Work Model for Eligible Positions: Remote/Office work for eligible positions.
• Flex Time: Flexible shifts and work hours for eligible positions.
• Maternity and Parental Leave: Top-up of E.I. maternity leave benefits to 93% of employee’s basic earnings for 17 weeks.
• Fitness Allowance Reimbursement, depending on bargaining unit: Up to $250 per year that can be used to cover gym memberships, fitness equipment, and more.
• Computer Purchase /Fitness Purchase Program: Interest free loans for employees purchasing computer equipment to increase computer literacy, learning, and professional growth, or to purchase fitness equipment for personal health and wellness.
• Diversity and Inclusion: Our Diversity, Equity and Inclusion Committee is made up of employees from across the organization who are passionate about bringing diversity and inclusion to life.
• The Together Project: At Liquor & Lotteries, Caring is part of our corporate culture - we care for each other, our partners, and our community The Together Project represents the charitable efforts of the corporation and its employees working together to enrich the lives of Manitobans. Employee charitable activities are eligible for reward benefits.

Vacation

• Accrue up to 10 paid vacation days per year during the first 2 years of employment.
• Accrue 15 paid vacation days per year after 3 years of employment.
• Accrue 20 paid vacation days per year after 5 years of employment.
• Accrue 25 paid vacation days per year after 9 years of employment.
• Accrue 30 paid vacation days per year after 19 years of employment.

Retirement Savings Plan

• Defined Benefit Pension Plan: Guaranteed lifelong monthly payment at retirement provides great security for employee’s long-term strategy.
• Voluntary Group Registered Retirement Savings Plan

Health Insurance and Benefits

• Customize your Plan: Choose from a variety of options to best fit your needs. Includes coverage for prescription drugs, vision, dental, ambulance, extended health options and more for you and your eligible dependents. Health Spending Account: Depending on the option you choose, you may receive up to $1,750 towards eligible medical or dental expenses.

Flex Credit: Depending on the bargaining unit and status, you may be provided with a Flex Credit amount to purchase some or all of Group Life Insurance, Accidental Death and Disablement Insurance & Dependent Life Insurance.

World-wide Travel Health Benefits

Employee & Family Assistance Program (EFAP): Free professional wellness support for employees and their immediate family member

Training and Development

• Educational Assistance: Tuition reimbursement for eligible employees.
• Training: Variety of courses and programs to support skill and professional development.
• Career progression: Internal job posting system that provides opportunities for a variety of career paths.
• Apprenticeship and skilled trade training: Programs offered in partnership with educational institutions such as RRC Polytech, the University of Winnipeg, and the University of Manitoba.

Discounts and Rewards

• Employee Rewards & Recognition Program: Points-based program recognizing employees for earned and nominated achievements such as long-service, going above and beyond, and community volunteer work.
• Discounts: Employees receive exclusive discounts from a variety of retailers, entertainment venues, and service providers.