Governance & Communications Administrative Assistant

Summary

The College of Physiotherapists of Manitoba is seeking a highly organized and trusted Governance and Communications Assistant to help advance its mandate to serve and protect the public interest.

Reporting to the Registrar/Executive Director, this position provides governance, communications, and operational support in a small, public-interest focused regulatory environment. The role is central to keeping priorities moving, meetings well-coordinated, information accurate, and the leadership team functioning smoothly.

The successful candidate will bring sound judgment, discretion, initiative, and exceptional attention to detail to a position that involves confidential information, complex scheduling, governance support, correspondence, meeting materials, follow-up on action items, travel coordination, and other administrative priorities as assigned.

This role requires someone who can move comfortably between leadership support and hands-on administrative coordination. The Governance and Communications Assistant will help ensure meetings are well prepared, records are accurate, communications are clear, and follow-up is completed in a timely and organized manner.

The ideal candidate is proactive, resourceful, and composed under changing priorities. They will bring strong communication skills, sound judgment, professionalism, tact, and the ability to manage confidential matters with care while contributing to a collaborative, public-interest focused workplace.

Duties and Responsibilities

Executive Support

• Provide comprehensive administrative support to the Registrar/Executive Director and Deputy Registrar, including correspondence management, calendar coordination, meeting support, travel arrangements, and expense processing.
• Anticipate the needs of the Registrar/Executive Director and the Deputy Registrar and proactively manage priorities to support efficient use of time.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, briefing materials, and other documents to ensure accuracy, clarity, and professionalism.
• Serve as a professional point of contact for internal and external partners on behalf of the Registrar/Executive Director and Deputy Registrar.

Governance & Council Support

• Coordinate Council, committee, and executive meetings, including scheduling, agenda preparation, and logistics
• Prepare and compile Council, committee, and executive meeting materials and meeting packages
• Record, transcribe, and distribute meeting minutes and track action items
• Maintain accurate and confidential governance records
• Support in-office, virtual, and offsite meetings and events, including room bookings, agenda support, technology setup, presentation coordination, catering, dietary requirements, and day-of troubleshooting.
• Provide temporary or vacation coverage for colleagues and support additional leaders as required.

Administrative Operations

Complete a broad variety of administrative tasks that support the Registrar/Executive Director's ability to lead the organization effectively, including assistance with special projects.

• Develop and maintain effective administrative systems, processes, and filing systems (electronic and hard copy)
• Support organizational initiatives, projects, and operational priorities as assigned
• Monitor deadlines and follow up on outstanding tasks and commitments
• Assist in the coordination of events, stakeholder meetings, and regulatory activities
• Assist with data entry, filing, and document management using Microsoft Office and other organizational platforms.
• Upload and maintain information on the College's website, private member portals, and social media channels.
• Work with other administrative staff to maintain the member management system using Microsoft Excel and other organizational platforms.
• Complete other projects and duties as assigned.

Communications & External Partner Relations

• Draft and coordinate internal and external communications on behalf of the ED
• Compile and distribute the College's newsletter, including drafting basic content, coordinating submissions from other team members, and coordinating graphic elements.
• Liaise with government representatives, registrants, Council members, and the public
• Ensure professional, timely, and consistent communication aligned with the College's mandate

Confidentiality & Discretion

• Exercise sound judgment in managing complex or sensitive matters
• Maintain confidential and sensitive written and oral information with care and discretion.

Qualifications & Experience

• Diploma or degree in Business Administration, Public Administration, or a related field (or equivalent experience)
• Minimum 5-7 years of progressively responsible administrative experience, including leadership support
• Experience in a regulatory, healthcare, or public-sector environment is highly desirable
• Experience supporting a Board or governance structure is considered an asset

Skills & Competencies

• Exceptional organizational and time-management skills with strong attention to detail
• Excellent written and verbal communication skills
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and WordPress)
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment
• Strong problem-solving skills and ability to exercise independent judgment
• High level of professionalism, tact, and diplomacy
• Ability to build and maintain effective working relationships with diverse partners
• Comfort and curiosity with digital tools and AI including CRM platforms, Notion, Claude AI, ChatGPT, and similar tools

Environmental Considerations

• Office-based role with occasional evening meetings (e.g. Board or committee meetings)
• May require flexibility to accommodate the Executive Director's schedule
• For this position you will be required to sit predominantly or stand using a PC for long periods of time to entirety of shift. You must be able to lift to 30 pounds.

CONDITIONS OF EMPLOYMENT

The successful applicant must:

• sign a Confidentiality Agreement with the College
• be able to work days, evenings and weekends, as required
• be able to work additional hours during peak times
• be flexible and adapt to change and shifting demands and priorities
• be able to work alone at times
• provide a satisfactory Criminal Record Check prior to finalizing employment offer.

The successful candidate would be expected to attend the AGM yearly in April.

CPM follows and/or exceeds Manitoba Public Health guidelines and protocols.

Negotiable start date: September 2, 2026

Remuneration

Hourly wage to be based on education and experience. Range: $24.19/hr.-$30.72/hr.

We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.

Applications in the form of a resume and cover letter will be accepted by email. Send your application via Isarta and address your application to Jennifer Billeck.

Closing Date: Friday June 26, 2026, at noon.

Thank you for your interest. Only those considered will be contacted.

Please apply at