Executive Assistant to The CEO

3 weeks ago

Saskatoon, Canada STC URBAN 1ST NSTNS Full time

**The Position**

**Duties & Responsibilities**
- Executive Support;
- Provides sophisticated calendar management for the CEO;
- Plans, coordinates and ensures the CEO's schedule is followed and respected;
- Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the CEO's time and office;
- Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements;
- Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
- Serve as the primary point of contact for internal and external members on all matters about the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy;
- Communicates directly, and on behalf of the CEO, with Board members, partners, staff, and others, on matters related to STC’s initiatives.
- Works closely and effectively with the CEO, to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping them updated. Anticipate CEO’s needs in advance of meetings, conferences, etc;
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact;
- Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO, ability to effectively lead the company;
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Tribal Chief, CEO, and COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response;
- Provides a bridge for smooth communication between the executive office and internal departments demonstrating leadership to maintain credibility, trust and support with senior management staff;
- Prioritizes conflicting needs, handles matters’ expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures;
- Provide direct administrative and office management support to all members of the executive team, as directed by verbal or written instruction;
- Maintain working schedules and engagement calendars of executive management, particularly the CEO;
- Coordinate the logístical aspects of executive team programs, such as meetings, seminars, workshops, special projects, and events;
- Review all documents, reports, and correspondence prepared for the signature of the executive team for the format, content, grammar, and spelling; make edits as necessary;
- Prepare draft reports, background documentation, and research;
- Coordinate office activities; troubleshoot or escalate basic office administration issues;
- Facilitate communication from department managers, business unit leaders, and project managers;
- Assist the Executive Shared Services Manager with the preparation of the Board agendas and packages for Board meetings and functions as needed;
- Complete purchase orders for authorization, check orders received and distribute to appropriate staff and maintain an inventory of office supplies as required;
- Present a positive and professional image of STC to all visitors, suppliers, inquiries, and other interactions;
- Perform receptionist duties: greet visitors and parents, answer their questions and direct them to appropriate offices and meeting rooms; answer the telephone, ascertain the nature of the caller’s business, provide information or direct inquiries, as required;
- Be knowledgeable about and supportive of STC Administrative Procedures and directives;
- Conduct oneself in a manner appropriate to an institution that provides services to community members of STC;
- Be willing to engage in lifelong learning concerning professional development, training, in-services, and courses of study;
- Perform other related duties as defined and assigned by the reporting Director or designate on an as-and-when-required basis.

**Education and Experience**

Certificate in Business, Bachelor of Commerce (B.Comm.) degree, or Master of Public Policy (M.P.P.) preferred or equivalent combination of education and experience required;
Experience and interest in internal and external communications, partnership development with a high degree

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