Job Number:
205
Department:
Internal Relations
Job Type:
Full Time
Close Date:
08/08/2025
Professional Areas:
Career Opportunities
Salary Range:
Starting at $65,000

POSITION SUMMARY

The Executive Assistant to the President & CEO at United Way Winnipeg (UWW) is a critical, high-impact role that provides dedicated and comprehensive support to the organization’s top executive. This position serves as a strategic partner, ensuring the President & CEO can focus on leading the organization effectively. The Executive Assistant manages complex schedules, coordinates Board activities, facilitates communication with internal and external stakeholders, and oversees administrative tasks essential to the President & CEO’s role.
Beyond administrative duties, the Executive Assistant acts as a trusted advisor, anticipating the needs of the President & CEO and proactively addressing challenges to ensure seamless operations. This role requires exceptional judgment, discretion, and professionalism to handle highly confidential matters, navigate competing priorities, and build relationships at all organizational levels.
As a vital contributor to the organization, the Executive Assistant will also take ownership of office operations, lead special projects, and support organizational events. This position demands a dynamic, solutions-and service- oriented individual who thrives in a fast-paced environment, excels under pressure, and brings a strategic mindset to daily tasks.

QUALIFICATIONS/EXPERIENCE

As the successful candidate, you possess the following qualifications or an equivalent combination of education and related experience:

• Minimum 5 years of proven experience providing executive support to senior leaders, preferably at the C-suite level.
• Nonprofit Board experience is highly preferred.
• Strong commitment to diversity, equity, and inclusion.
• Expert proficiency in Microsoft Office and desktop publishing tools, with the ability to create polished presentations and documents.
• Technical problem-solving skills, particularly in cloud-based and IT environments.
• Outstanding organizational skills and meticulous attention to detail.
• Exceptional verbal and written communication abilities.
• Demonstrated professionalism and the ability to engage effectively with diverse stakeholders, including Board members, community leaders, and donors, while consistently delivering a high level of customer service and a positive, solutions-oriented experience.
• Ability to manage multiple tasks and projects independently while meeting tight deadlines.
• High integrity and discretion in handling sensitive information.
• Demonstrated adaptability and ability to thrive in a fast-paced, collaborative environment.

• Sophisticated Calendar Management: Oversee the President & CEO’s calendar with exceptional attention to detail and foresight. This includes scheduling meetings, prioritizing competing demands, proactively resolving scheduling conflicts, and ensuring the President & CEO’s time is used efficiently.
• Board Liaison and Support: Act as a critical support to the relationship between the President & CEO and the Board of Directors. Organize all Board-related activities, including scheduling meetings, drafting agendas, preparing and distributing presentation materials, and recording accurate and detailed meeting minutes. Ensure compliance with organizational bylaws and governance practices. Provide logistical and administrative support for Board events, fostering a productive relationship between the Board and UWW leadership.
• Comprehensive Administrative Support: Execute a wide range of tasks to enable the President & CEO to focus on strategic priorities. This includes managing correspondence, drafting and editing documents, creating polished reports and presentations, maintaining contact databases, and preparing detailed itineraries for travel. Handle expense reports and reimbursements with accuracy and timeliness. Assist in special projects requiring cross-departmental coordination.
• Primary Internal and External Contact: Serve as the primary point of contact for all matters pertaining to the President & CEO. Respond to inquiries and requests with professionalism, exercising discretion and judgment to determine appropriate responses or referrals. Handle confidential and sensitive information with the utmost integrity, ensuring alignment with organizational policies and the President & CEO’s preferred communication style.
• Proactive Coordination and Information Management: Work closely with the President & CEO to stay ahead of upcoming deadlines, meetings, and initiatives. Monitor and anticipate needs, ensuring that all necessary materials and resources are prepared in advance.
• Executive and Staff Meeting Coordination: Plan, organize, and support key leadership meetings, including Executive Team sessions and retreats. Prepare agendas, coordinate logistics, record minutes, and follow up on action items.
• Communication Gatekeeper and Facilitator: Act as both a “gateway” to streamline access to the President & CEO and a “gateway” to ensure smooth communication within and outside the organization. Establish credibility, trust, and support across teams and stakeholders.
• Relationship and Outreach Management: Support the President & CEO in nurturing external relationships with key stakeholders, partners, and donors. Track outreach efforts, prepare follow-up communications, and assist in the cultivation of long-term partnerships that advance UWW’s mission and vision.
• Office Operations Oversight: Manage vendor relationships, purchase supplies, and ensure the office environment is well-stocked, organized, and conducive to productivity.
• Adaptable Support and Special Projects: Tackle additional responsibilities and projects as assigned, adapting quickly to organizational needs. This may include designing processes, supporting new initiatives, or assisting other team members to contribute to the overall success of UWW.