Executive Assistant to The CEO

**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