Executive Assistant to The President/ CEO

Six Nations Polytechnic (SNP) is a unique Indigenous Institute, recognized by community, government, and institutions of higher learning, as a Centre of Excellence for Indigenous Knowledge. SNP offers postsecondary, secondary, trades education and training. SNP has formal partnerships with nine publicly funded Ontario Universities and Colleges and collaborates with six Ontario-based Indigenous owned and controlled post-secondary Institutes.

**JOB PURPOSE**

Under the supervision of the President/CEO, the Executive Assistant provides high level administrative leadership. As the primary point of contact for both the SNP board and the President/CEO, the Executive Assistant supports efficient organizational governance, effective communications, and records maintenance, practicing discretion with sensitive matters. The Executive Assistant is required to perform all duties consistent with the governance values and operating policies of Six Nations Polytechnic (SNP) while fostering positive relations with staff, students, stakeholders, and the community; contributing to a culturally supportive teaching, learning and work environment consistent with Hodinǫshǫ:nih/Rotinonhson:ni values of Ga’nigohi:yo:/Kanikoriio (Respect and the Good Mind).

**KEY ACCOUNTABILITIES**

**General Administration 55%**
- Providing administrative support including, responding to inquiries and routine correspondence, filing expense claims, coordinating travel, researching vendors and suppliers, contact management, contract support, preparing and organizing reports and other meeting materials;
- Coordinate and compile appropriate background information on issues, individuals, events, projects, etc. that impact the President’s Office;
- Field complaints brought to the President’s Office providing appropriate referrals and tracking resolution;
- Managing, coordinating, and organizing activities and schedules for the President/CEO, including meetings;
- Maintain filing systems, physical and electronic, ensuring timely filing of materials and proposals and the security of confidential files;
- Prepare Briefings for internal and external parties on a wide variety of institutional topics and initiatives;
- Track finances and budgets for the President’s Office;
- Manage daily ‘bring-forward’ system for the President; ensure President is aware of upcoming events or discussions where prior background review is required;
- Maintain up-to-date knowledge of all aspects of the institution and its current objectives;
- Type/edit/proofread reports, letters or memos from typed, handwritten notes or verbal direction;
- Review and verify all financial invoices and requests for Presidential sign-off for various department initiatives received by the President’s Office;
- Working in partnership with Corporate Communications, draft speeches or talking points for the President with regard to media events, public speaking, welcoming events, events on campus, etc.;
- Draft or edit PowerPoint and Word-based presentations;
- Draft various announcements, news releases and memos to the SNP community;
- Facilitating the President’s scheduling process. This entails substantial knowledge of the President’s style and requires determining which inquiries should be addressed by the President and which should be deferred to someone else at the institution, evaluating the time needed to complete appointments or Presidential tasks, anticipating time commitments for future projects requiring President’s review and work time, and understanding the sensitivity associated with commitments to the President’s time. Also requires knowledge of internal and external stakeholders seeking access to the President;
- Handling all sensitive matters with discretion and confidentiality;
- Attending meetings with the President/CEO upon request to take minutes and prepare follow-up; and
- Other related duties, as required.

**Governance/ Board Support 20%**
- Managing all board logistics, including scheduling of meetings and events, developing and seeking approval for meeting agendas, assembling and distribution of reports and related materials, extending invitations as required;
- Maintaining key corporate documents and records;
- Acting as recording secretary and ensuring effective maintenance, distribution, and retention of records, including, but not limited to agreements, board membership, meeting minutes and decisions, letters patent, pertinent band council resolutions, incorporation documents, by-laws, and board policies;
- Tracking compliance documents to ensure timely completion and submission occurs;
- Providing administrative support to the board by drafting correspondence, maintaining up to date contact information, filing, expense claims, coordinating travel;
- Acting as the primary point of contact between the SNP Board and external agencies;
- On-boarding new board members and providing orientation and any required training and briefings; and
- Other related duties, as required