Executive Assistant, Finance

2 months ago

Saskatoon, Canada SIIT Full time

Established in 1976 the Saskatchewan Indian Institute of Technologies (SIIT) is a First Nation governed post-secondary institution. Recognized under provincial legislation, the Institute has been conferred authority to grant certificates and diplomas. SIIT welcomes over 2400 students into our urban and community programs annually as well as serving over 6000 clients through our nine Career Centres across the province. The Saskatchewan Indian Institute of Technologies is playing a significant role in Saskatchewan's economic future. You can contribute to that success while building your career.

**Nature and Scope**

The Executive Assistant (EA) provides confidential and high-level administrative support to the Vice-President, Finance, as well as all Directors within the VP, Finance portfolios. The VP role is responsible for all design and execution of Finance and Governance functions, including board and committee support, as well as key institution-wide initiatives such as the Oyateki Partnership and Virtual Health Hub. This position will positively promote and create an environment that demonstrates SIIT's vision, mission, and mandate.

**General Accountability**

The Executive Assistant will be responsible for receiving, prioritizing, directing and/or delegating all telephone or written correspondence requests submitted to the Vice-President, Finance and/or the Directors within their portfolio, and follow-up as necessary while ensuring confidentiality, timeliness, consistency and accuracy. As a key Institutional resource, the EA is required to coordinate office activities and schedules to enhance effective and efficient operations. This is a high-volume position involving tight timelines and multiple tasks with competing demands.

**Specific Accountabilities**

This position is responsible for the overall effective operations and initiatives under the authority of the Vice-President, Finance as well as the Directors within the VP portfolio. The incumbent will support the Vice-President and Directors by providing advanced administrative support while establishing priorities and anticipating needs to ensure commitments are successfully achieved. This will be accomplished by organizing multiple tasks to reduce the amount of administrative work required by the Vice-President and Directors and ultimately optimizing the use of their time. This position requires initiative and independent judgment and works independently under mínimal supervision, setting up effective and efficient processes, managing office operations and carrying out the Vice-President and Director's directives with high-level staff and faculty committees. Other administrative duties will include records management, records destruction and file retention and maintenance. This position provides additional support as required and includes the following broad range of accountabilities:
**_
Administrative Support_**
- Extensive knowledge of the functions, purposes and programs of SIIT to answer and direct routine inquiries and promptly respond to inquiries as required
- Provide professional administrative support to the Vice-President, and Directors as well as back up coverage, in order to support the accomplishment of department objectives
- Coordinate all logistics of meeting requests including booking rooms, set up and take down of technology, catering and refreshment requirements, as well as travel and accommodation requirements as required
- Provide administrative support for department meetings, committees, and/or working groups as assigned, including preparation for technical support, preparation of agenda, minute taking and minute distribution
- Handle and process documents with confidentiality and compliance while exercising best practice with administrative procedures: records management, records destruction and file maintenance - physical and electronic as well as the retention and destruction of documents
- Create and maintain efficient and detailed electronic and paper file management processes, ensuring systems of the Vice-President and Directors are maintained
- Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
- In collaboration with the Vice-President and Directors, assign and monitor clerical and administrative functions of administrative staff
- Provide back up to the Administrative Assistant, while operating a multiline switchboard and transferring calls where appropriate, and taking messages as required
- Maintain regular communication with other SIIT Administrative Staff to ensure consistency in communications, SIIT practices and procedures
- Follow-up with the Vice-President and Directors on assignments, deadlines, projects, and provide status reports when necessary
- Schedule and register the Vice-President and Directors for conferences, meetings, including travel, accommodations, and complete expense reports

**_
Client Focus _**
- Screen incoming calls and requests

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