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Executive Assistant

2 weeks ago

Winnipeg, Canada MANITOBA INSTITUTE OF TRADES AND TECHNOLOGY Full time

MITT is a post-secondary institute offering industry-driven, student-focused education in the areas of applied business, design and manufacturing technology, health care, human services, information communication technology, and skilled trades. We provide affordable, timely, skills-based education for learners seeking career entry as well as those looking to acquire relevant, in-demand competencies at any point in life.

**Executive Assistant**

**Start Date: As Soon As Possible**

**Salary Range: $53,239.57 to $72,030.01**

**Location: 2150 Chevrier Blvd**

**Monday to Friday, 8:30 am to 4:30 pm (35 hours/week)**

Reporting to the Vice President, Finance and Campus Services, the Executive Assistant is responsible for providing administrative support to one or more Vice Presidents and other Executives, and to the departments under the VP’s purview, performing diverse and responsible administrative functions to ensure the efficient operation of the office of the respective Vice President. The Executive Assistant understands and is committed to protocol, confidentiality, and professionalism and has a thorough knowledge of institute policies and procedures; has well developed interpersonal skills and exercises considerable initiative and judgement in managing a complex workload independently. This role functions as a member of the executive administrative team, supporting the executive offices and performing reception and other office management functions on an as needed basis.

**Responsibilities include but are not limited to**:

- Promotes a positive image of MITT; greets and receives visitors to the VP’s office, handles all inquiries within the capacity of the EA, resolves problems or refers inquiries or problems to the appropriate individual, department or office; follows up to determine status of the inquiry and/or satisfaction of the inquirer as needed.
- Manages multiple complex calendars, prioritizes appointments, resolves scheduling conflicts, and keeps the VP on schedule, ensuring the best use of the VP's time.
- Handles sensitive issues; assures confidentiality by exercising discretion in communicating information to faculty, students, staff and the public; handles administrative records and files, personnel actions/decisions, performance evaluations, grades, and other confidential items with sensitivity and tact.
- Provides support to committees chaired by the VP, or others as required; arranges meeting facilities, coordinates logistics, prepares and distributes materials as needed, records and distributes minutes.
- Manages the VP’s budget; produces financial reports and summaries; reconciles, compiles and submits Visa statements, travel, mileage and other expenses; reviews expense submissions of the VP’s staff for accuracy.
- Develops and maintains complex electronic and paper filing systems and contact directories; organizes these systems, creates files and records; purges files, determines other forms of storage or destroys files as required; retrieves files and documents as needed.
- Makes efficient and cost-effective travel arrangements for the VP independently or through a travel agent; books flights, hotels, and car rentals; compiles itineraries and agendas; arranges necessary approvals, cash in advance, etc. per MITT policy. Acts as a liaison with other staff, travel agent, hotels etc. while the VP is travelling.
- Maintains records for staff reporting to the VP e.g. vacation and leaves.
- Actions tasks and projects delegated by the Office of the President or other executives as required.
- Performs routine office management responsibilities as required; shares reception duties with other administrative staff; orders business cards and office supplies; assists in maintaining a tidy, efficient, and productive office; maintains office equipment in working condition and arranges for repairs or services if required; provides coverage during holidays/leaves of administrative staff.
- Onboarding requirements for new staff reporting to the VP, or may assist when new staff are hired in one of the VP’s departments.
- Act as back up for other Executive Assistants and the Executive Assistant to the President when required.

**Required Qualifications and Experience**:

- A combination of related education and experience may be considered._
- A post-secondary education in business administration or a related field.
- Some College or University education an asset.
- A minimum of five years progressively responsible administrative and/or clerical experience.
- Experience providing administrative support to senior level managers or executives.
- Extensive knowledge of standard computer software and modern office equipment.
- 40 wpm typing speed.
- Advanced experience with Microsoft Outlook, Word, Excel, PowerPoint and other software, such as Adobe.

**Preferred Qualifications and Experience**:

- Experience providing administrative support in an academic environment is an asset.
- Experience in