Executive Assistant, Operations

7 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 provides confidential and high-level administrative support to the Vice-President of Operations & Advancement. 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 VP and follow-up as necessary while ensuring confidentiality, timeliness, consistency, and accuracy. This is a high-volume position involving tight timelines and multiple tasks with competing demands.

This position is responsible for the overall effective operations of the department, and those initiatives under the authority of the VP. The EA is required to coordinate office activities and schedules to ensure effective flow and efficient, seamless operations within the office. The incumbent will support the VP by performing administrative operations in a prompt and professional manner on a daily basis while ensuring compliance with administrative procedures including records management, records destruction and file retention and maintenance. This position provides additional support as required and includes the following broad range of accountabilities:
**Specific 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 direct supervisor, 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 requirements, 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 are maintained
- Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
- In collaboration with the Vice President, assign and monitor clerical and administrative functions of administrative staff
- Provide back up to administrative staff, 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 and deliver upon Vice President on assignments, deadlines, projects, and provide status reports when necessary
- Schedule and register Vice President for conferences, meetings, including travel, accommodations, and completing expense reports

**_
Client Focus _**
- Screen incoming calls and requests, and direct to the appropriate personnel within the Operations & Advancement and/or other departments
- Determine nature of visitors' business and provide appropriate information or direct them to the appropriate personnel
- Maintain, organize and efficiently manage the Vice President's calendar and work schedule to ensure clear communication, including transparency of schedule, booking meetings for the VP while ensuring double bookings do not occur
- Ensure Vice President is prepared for all commitments, including having background material, briefing notes, and speaking notes are accounted for
- Act as a project manager and set priorities for the Vice-President, using discretion and judgement to effectively manage strategic projects, event coordination, and to minimize administrative tasks
- Maintain client confidence, exercise discretion and protect operations by keeping information confidential

**_ Department Initiatives_**
- Create and maintain databases to support

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