Under the general supervision of and providing direct support to the Chief Administrative Officer, the Manager of Administration provides a broad range of administrative management and support service ranging from routine to complex in a highly confidential and strategically sensitive environment. The position manages the administration of the Office of the Chief Administrative Officer, including supervision of three support staff: the Executive Assistant to the Deputy CAO, the Executive Assistant to the CFO, and the Office Receptionist; as well as budget.

The position represents the Office of the Chief Administrative Officer with members of Council, Mayor's Office, the public and the public service. Therefore, the Manager is required to be knowledgeable about City-wide operations and current issues under consideration by the Chief Administrative Officer and be familiar with the Chief Administrative Officer's individual position, as well as the position of the CAO Department as a whole, on each.

The Manager is responsible for organizing workflow, establishing and maintaining effective and efficient systems for correspondence and issues tracking; priority identification and deadline control; scheduling of meetings, appointments; following up on actions; screening and referral of incoming inquiries and requests; information gathering and compilation and preparation of routine to complex correspondence. The position is also required to draft documents and reports, and provide research, data analysis and special project support to the Chief Administrative Officer, as required in order to support the decision-making process. This position will provide a broad range of support for projects and act as a team member on Office of the CAO projects when required.

As the Manager of Administration, you will:

- Oversee the flow of all information into and out of the Chief Administrative Officer.
- Manage administration of the CAO Office, including direct supervision of three support staff, budget and projects, daily operations, and special projects as assigned.
- Represent the CAO's Office to elected official and their staff, and internal and external customers, including the public.




- Liaise and coordinates with the Manitoba Ombudsman Office and the Corporate Privacy Office for Freedom of Information and Privacy Act (FIPPA) for the CAO office.
- Be responsible for the CAO General Inquiry inbox.

Your education and qualifications include:

- Successful completion of Business Administration Diploma and more than 3 years of progressively responsible and diversified office and administrative experience for a senior manager; or a university degree in Business Administration and 1-2 years of progressively responsible and diversified office and administrative experience.

An alternate equivalent combination of post-secondary education and extensive senior administrative support experience may be considered.

- Minimum 5 years of prior experience working in the public sector, in progressively responsible positions; preferably at the municipal level providing administrative support to Senior Management including but not limited to, providing professional advice, drafting and formatting complex documentation and correspondence, records management, managing calendars.

- Experience facilitating and coordinating meetings with high level, senior management that included building consensus on contentious issues, interpreting results and recommending decision alternative.

- Supervisory experience, providing leadership and direction to others including performance management activities, providing direction and guidance and delegating work assignments, etc., and developing a creative and team-based work environment.

- Experience conducting required research to prepare written reports and correspondence for senior management while ensuring accuracy of grammar and spelling.

- Verbal and Written communication skills with the ability to effectively communicate and present ideas and information clearly and concisely on a wide variety of issues and subjects, often involving politically sensitive material.

- Ability to establish and maintain electronic and hard copy filing systems.





- Robust interpersonal skills; with the ability to establish and maintain positive working relationships with individuals at all levels of the organization and the public and be able to deal with difficult and stressful situations while maintaining composure and with tact and diplomacy.

- Ability to work independently and initiate, plan and complete projects with minimal direction and follow intricate and sometimes complicated direction.

- Ability to work with confidential information and conduct business in a confidential manner rendering sound judgment and discretion in handling and providing information to others internally and externally.

- Organizational and time management skills; adaptability to unforeseen changes in schedule and interruptions, ability to establish priorities, and meet deadlines within tight timeframes.

- Knowledge of current issues under consideration by the Chief Administrative Officer.

- Knowledge of Council Policies, Administrative Standards and Procedures or equivalent, including delegation of authority and report approval process.

- Knowledge and understanding of the political and administrative structure of the City of Winnipeg is considered an asset.

- Knowledge of the City's (or equivalent organizations) processes and understanding of financial and managerial accounting is considered an asset.

- Proficiency in Microsoft Office Suite applications (i.e. Advanced Word, Excel, PowerPoint, SharePoint, Outlook etc.).

- IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://canalliance.org/en/ at application.

Conditions of employment:

- The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
- Ability to perform on-call and occasional off-hours work is required.
- A Police Information Check satisfactory to the employer will be required from the successful candidate, at their expense.

📌 Manager of Administration (Winnipeg)
🏢 City of Winnipeg
📍 Winnipeg