Executive Assistant

3 months ago

Saskatoon, Canada SIIT Full time

Join our team As an Executive Assistant, you will play a key role in ensuring the smooth operation of our Finance department. You will be responsible for providing high-level administrative support to our VP and Directors within the department, managing schedules, coordinating various tasks, and facilitating communication across the Institute.

We are looking for an experienced administrative professional who is detail-oriented, has excellent communication skills, is highly organized, and has a knack for project and event planning and coordination. If you are looking for a new and exciting opportunity where you can make a significant impact within our organization, we would love to hear from you


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.

This position requires initiative and independent judgment and works independently under minimal 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. This position will provide high-level support in developing comprehensive materials for the committees of the board to ensure informed decision-making and effective governance. 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 primary responsibilities:

  • 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
  • Follow-up with the Vice-President and Directors on assignments, deadlines, projects, and provide status reports when necessary
  • Screen incoming calls and requests, and direct to the appropriate personnel/department under the authority of the Vice-President and Directors
  • Maintain, organize and efficiently manage the Vice-President and Directors calendars and work schedules to ensure clear communication; transparency of schedule, booking meetings for the Vice-President and Directors while ensuring double bookings do not occur and appropriate time between meetings is set
  • Ensure the Vice-President and Directors are prepared for all commitments, including having background material, briefing notes, parking and/or travel arrangements and speaking notes are accounted for
  • Act as a project manager and set priorities for the Vice-President and Directors, using discretion and judgement to effectively manage strategic projects, event coordination, and to minimize administrative tasks
  • Maintain confidence, exercise discretion and protect operations by keeping information confidential
  • Prepares complex, statistical, technical, financial, confidential and other various reports, charts and graphs
  • Create and provide organizational coordination and support for projects managed by the Vice-President, and Directors as well as support for department operations
  • Provide regular reports, conduct follow up with several parties to ensure completion of tasks and assignments as well as timeline and deadline adherence
  • Review, prepare and issue documents, tables and reports for the Vice-President and Directors; prepare background documentation and report and document summaries as required
  • Draft and send communications to all staff on behalf of the Vice-President and Directors or department as requested
  • Create forms as requested for corporate wide usage based on SIIT standardized templates and collaborate with appropriate departments as required
  • Purchase Order coordination: distribution to vendors, creation of purchase orders, appropriate coding, and ensuring established procedures are followed
  • Conduct research, compile data, and prepare summary briefs in support of the Vice-President and Directors and departments under the Vice-President and Director's authority as required
  • Arrange for, receive, and review all documents, reports, and correspondence prepared for the Vice-President's and Director' signature; format; check for content, grammar, spelling, and make edits as necessary
  • Assist in building and leading direct reports through employee recruitment and selection

Required Qualifications and Experience: Successful completion of a business-related certificate or diploma, combined with a minimum of four years of executive level administrative support experience. Previous experience in an executive assistant role or similar position is an asset. Previous supervision experience is considered an asset. An equivalent of education and experience may be considered. An in-depth understanding of executive administrative processes and procedures coupled with above average computer literacy skills required to work with MS office, including word, excel, PowerPoint, and internal databases to create required reports is necessary. Knowledge of First Nations culture and organizations would be an asset. Candidate must have a valid driver's license and reliable transportation as travel may be required. As an employee in the Finance department, this position is subject to accept or handle monies on behalf of SIIT. Therefore, a cleared criminal record check (CRC) is required.

Required Competencies: Flexible and Adaptable, Leadership Communication, Relationship Building, Results Oriented, Client Focus, Attention to Detail, Initiative, Coaching and Developing Others.

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