Employment Opportunity: Executive Assistant

Canada’s History Society is seeking to fill the position of Executive Assistant to the President & CEO.

July 25, 2017

The importance of understanding Canada by examining the histories of its peoples is an anchoring belief of Canada’s History Society. If you are highly organized, have experience in fund development or communications, and an interest in being part of a dynamic professional team that tells the stories of Canada’s history in print, online and through educational programs, this position may be right for you. The position reports to the President & CEO and provides executive level administrative support in a national charitable organization, based in Winnipeg.


Reporting to the President & CEO, key responsibilities of the position include:

  • Executive administrative support to the President & CEO
  • Support to fund development, communications and finance, and reporting

The incumbent will provide executive level administrative support to the President & CEO, including appointment scheduling, meeting coordination, preparation, minutes and follow-up; file management, project management and coordination; materials preparation, Board of Directors and Advisory Council liaison; and support to corporate relations and communications.

  • This position requires a high degree of confidentiality, maturity, organizational skills, interpersonal skills, time management skills and the ability to handle sensitive matters and a high volume of work. A cooperative problem solver with high morale and a positive attitude, the incumbent will be expected to demonstrate strong financial aptitude.
  • The incumbent must be able to work on their own initiative, plan and prioritize workload effectively; undertake meeting scheduling and preparation; develop and maintain hard copy and electronic files; prepare correspondence; provide other administrative support; be available to work extra hours as required; and possess strong computer proficiency in Word, Excel, PowerPoint, Outlook scheduling and familiarity with database administration.
  • The successful candidate is required to exercise considerable professionalism and good judgment, with proven ability to develop and maintain the confidence and trust of others.
  • He/she must be a team player experienced in facilitating the work of colleagues, with proven ability to undertake effective and timely planning, scheduling and follow-up.
  • Candidates with experience in fund development; with post-secondary education in Canadian history or public communications are encouraged to apply.
  • Bilingual candidates will be given preference (English/French).
  • Schedule external and internal meetings and appointments; arrange travel and assist in preparing meeting agendas and related materials; ensure meeting summaries and follow-up
  • Supervise the maintenance of CEO and fund development records and files; ensure files are complete and effectively managed
  • Plan and oversee mailings and distribution as needed, including event invitations and announcements; maintain lists of projects and prospects
  • Assist with expediting gift confirmation and follow-up related to gift stewardship
  • Prepare and deliver/distribute fund development, Board and project material
  • Assist with external visits as needed, including confirmation, parking, general hospitality, tour planning and follow-up
  • Assist with Board and Committee meetings as required (meeting notice confirmation, agenda, minutes and follow-up)
  • Provide administrative assistance, including appointment scheduling; meeting coordination and minute recording; list coordination; preparation of materials; and other duties as required
  • Assist in planning and executing special events and fundraising initiatives; draft written reports and correspondence; provide support to volunteers; respond to inquiries from donors, prospects and others. Represent Canada’s History Society at internal and external events as appropriate
  • Assist Director of Finance with required administrative support in bookkeeping, filing, spreadsheets, and completing forms and reports.
  • Comply with policies and procedures of the Society (including PIPEDA) and Association of Fundraising Professionals
  • Provide general office support and assistance with office operations
  • Ability to self-manage workload volumes (highly organized) and changing priorities (multi-task) in a collaborative environment with a strong results-oriented focus
  • Strong organizational skills with attention to details and follow through and the ability to handle multiple priorities
  • Advanced working knowledge of Microsoft Office Suite (Word, Excel, Outlook)
  • Proficient in English and French, both spoken and written. Experience working in a non-profit environment preferred
  • Excellent communication skills in English and French with the ability to write, edit, and proofread documents
  • Post-secondary education in a related field or equivalent education and experience preferred

Interested applicants can forward a resume, including a cover letter by Tuesday, September 5, 2017 to:

Canada’s History Society
Main Floor, Bryce Hall
515 Portage Avenue
Winnipeg, MB R3B 2E9
Attention: Human Resources
Email: hr@canadashistory.ca
Fax: 204-988-9309

Canada’s History Society is committed to employment equity and welcomes diversity in the workplace.

We thank all applicants for their interest; however, only those being considered for interviews will be contacted.

Skip social share links