EXECUTIVE ASSISTANT / OFFICE MANAGERAdministrative ServicesOne (1) Non-Unionized, Permanent Full-Time PositionMonday – Friday, 9am – 5pm, In-PersonExisting VacancyCompensation: $34.87/hourAbout CotaCota is an accredited not-for-profit organization that has been providing community-based support to people living with mental health and cognitive challenges for over 50 years. The organization supports more than 4,000 people per year with services such as case management, supportive housing, and adult day programs. Website: https://cotainspires.Ca/Cota seeks a dynamic and creative individual to join the team, supporting our mission to help people live well in their communities.About the PositionThe Executive Assistant / Office Manager provides high-level administrative support to the CEO and Executive Leadership Team while overseeing day-to-day coordination of office operations. This role is critical to ensuring efficient administrative processes, strong internal communication, and a well-organized workplace environment that supports quality client care and organizational goals.Working in a fast-paced healthcare environment, the role requires sound judgment, professionalism, discretion, and confidentiality. It demands strong organizational skills, the ability to manage multiple competing priorities, and a proactive approach to problem-solving.Primary ResponsibilitiesExecutive Assistant SupportProvide confidential administrative support to the Chief Executive Officer and Executive Leadership Team.Prepare correspondence, reports, presentations, agendas, meeting packages, and minutes for board and leadership meetings, committees, and work groups.Manage complex calendars, schedule meetings, appointments, interviews, and coordinate logistics.Screen calls, emails, inquiries, and respond or redirect as appropriate.Update agency voice messages as required.Coordinate internal and external meetings, including room bookings, catering, technology, and materials.Support special projects, committees, and organizational initiatives as assigned.Maintain organized electronic and paper filing systems.Track action items, deadlines, and follow-up activities on behalf of the CEO and Executive Leadership Team.Office ManagementOversee the administrative head office to ensure efficient operation.Help develop, maintain,



and improve office procedures and administrative workflows.Assist with office health and safety practices and ensure administrative areas are organized and functional.Act as a central point of contact for administrative processes and office-related inquiries.Contact external vendors for office equipment issues/repairs.Coordinate office systems, supplies, equipment, and vendor relationships.Facilitate procurement of IT and phone equipment as needed.Support onboarding logistics for new staff, including IT equipment, supplies, and coordination with other programs.Liaise with IT, facilities, and other service providers to address operational needs.Administrative CoordinationAssist with corporate records management and document control per organizational policies and privacy requirements.Maintain databases, contact lists, and administrative tracking tools.Support payroll, scheduling, invoicing, or finance-related administrative tasks, where applicable.Provide backup support to other administrative staff during absences or peak periods.Other ResponsibilitiesObserve Cota rules, regulations, policies, and current legislation, including the Ontario Human Rights Code.Comply with all Health and Safety policies and procedures to ensure protection of workers and service users.Work cooperatively, respectfully, and constructively with service users, team members, management, other service providers, and external stakeholders.Ensure confidentiality of service users, employees, and Cota information is always maintained.Undertake other related and/or delegated duties as assigned.Typical work hours are as stated. Flexibility is required to attend evening or weekend board meetings and respond to urgent needs outside typical hours.QualificationsKnowledge and AbilitiesExcellent organizational and time-management skills with strong attention to detail.Ability to manage multiple priorities and meet deadlines in a fast-paced environment.Strong interpersonal and communication skills, written and verbal.High level of discretion, professionalism,



and judgment when handling confidential information.Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.Ability to work independently and collaboratively with all staff levels and external stakeholders.Strong problem-solving skills and a proactive, customer-service oriented approach.Familiarity with healthcare terminology, privacy requirements, and administrative practices is an asset.Education and ExperiencePrevious experience supporting an Executive Director, CEO, or Executive Leadership Team is preferred.Post-secondary diploma or certificate in Office Administration, Business Administration, Healthcare Administration, or a related field.Minimum of 2–3 years of progressive administrative experience, preferably in healthcare, community services, or a not-for-profit environment.Experience supporting a Board of Directors.Experience coordinating office operations and administrative systems.Application DetailsPlease complete the application below before April 7, 2026 at 4:00pm.We are committed to fostering a workplace that reflects the diversity of the communities we serve. We recognize lived experience as a valuable form of knowledge and encourage applications from individuals with a wide range of experiences, identities, and perspectives – including those with lived experience of housing insecurity, mental health or substance use recovery, or engagement with community supports. Accommodations are available throughout the hiring process upon request.BenefitsAfter a three-month period of employment, permanent full-time and part-time staff working more than 20 hours per week are eligible for employer-paid group insurance benefits, including:Extended Health CoverageDental CoverageLife InsuranceAccidental Death and DismembermentVision CareTravel AssistancePermanent full-time staff and part-time staff working more than 20 hours per week are also required to enroll in employee-paid long-term disability coverage.Cota participates in the OPTrust Select Pension Plan; participation is mandatory for permanent full-time staff, and optional for permanent part-time staff.Cota also provides additional financial assistance by contributing to a Group RRSP on the behalf of eligible employees.For accommodation requests, please contact [email protected].#J-18808-Ljbffr

📌 Executive Assistant / Office Manager - $34.9 An Hour (Winnipeg)
🏢 Cota
📍 Winnipeg