The Executive / Administrative Assistant provides comprehensive administrative, organizational, and coordination support to the Province Leadership Team (PLT) of the Sisters of Our Lady of the Missions (RNDM). This position plays a key role in ensuring the effective day-to-day operations of the Province office and supporting the leadership, governance, mission activities, and community life of the Congregation.
The successful candidate will be highly organized, proactive, and professional, with the ability to manage multiple responsibilities, maintain accurate records, and handle confidential information with discretion. This role requires strong communication skills and the ability to work collaboratively with Sisters, board members, partners, and external organizations.
Key Responsibilities
Administrative and Organizational Support
- Provide comprehensive administrative support to the Province Leadership Team.
- Manage incoming correspondence including phone calls, mail, and email.
- Prepare and distribute internal communications such as newsletters, announcements, biographies, and death notices.
- Prepare meeting agendas, record minutes, and maintain documentation for PLT meetings.
- Maintain accurate filing systems and organizational records (electronic and paper).
- Prepare and distribute the Province Directory and compile annual statistics.
- Maintain and update personnel files and other administrative records.
- Ensure archival materials are properly preserved and transferred to SHSB
- Coordinate office supplies, equipment, and technology needs.
- Welcome and assist visitors in a professional and hospitable manner.
Governance and Board Support
- Assist with preparation of materials for Board and committee meetings.
- Coordinate Board and committee meetings including agendas, documentation, and minutes.
- Maintain official governance records, policies, and corporate documents.
- Assist with corporate filings including annual returns.
Financial and Administrative Coordination
- Support coordination with external financial partners, including Despins Charities.
- Assist with basic bookkeeping tasks such as tracking expenses and donations.
- Coordinate charitable donations
- Prepare and send donor acknowledgements.
- Assist with preparation of Finance Advisory Committee materials and minutes.
- Support budgeting processes as required.
- Coordinate travel arrangements for Sisters, including medical insurance and related documentation.
Mission and Community Support
- Maintain communication with the International Mission and Development Office (IMDO) and distribute relevant information.
- Maintain donor records and support mission-related initiatives such as the Christmas Gift Giving Campaign.
- Assist with funeral arrangements, order grave markers, and maintain cemetery records for deceased Sisters.
- Provide general support to community activities and events when needed.
Immigration and International Coordination
- Assist with immigration and visa processes for Sisters and students coming to Canada.
- Liaise with immigration professionals when required.
- Support documentation needs such as Social Insurance Numbers and medical insurance.
- Maintain individual administrative files and assist with research related to education and training opportunities.
Property and Logistics Support
- Coordinate basic property and maintenance needs including house and yard care.
- Assist with relocation logistics when Sisters move residences.
Qualifications and Skills
Education and Experience
- Post-secondary education in administration, business, or a related field, or equivalent experience.
- Experience in administrative or executive support roles.
- Experience working in a nonprofit, faith-based, or mission-driven organization is an asset.
Skills and Abilities
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- High level of professionalism, discretion, and integrity.
- Ability to manage competing priorities and work independently.
- Strong interpersonal and relationship-building skills.
- Proficiency with Microsoft 365 and office technologies.
- Intercultural awareness and ability to work respectfully within a diverse community.
- Ability to anticipate needs, exercise sound judgment, and solve problems proactively.
- Commitment to the mission and values of the Sisters of Our Lady of the Missions
Working Conditions
- Full-time, office-based position.
- Occasional flexibility may be required to support community needs or events.
Pay: $60,000.00-$85,000.00 per year
Benefits:
- Casual dress
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Vision care
Experience:
- Office Management: 3 years (preferred)
Language:
- English (required)
- French (preferred)
Location:
- Winnipeg, MB R2H 0L5 (required)
Work Location: In person
