Executive Assistant, Finance - Jobs in Corman Park

Job Description

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 #39;s economic future. You can contribute to that success while building your career.Nature and ScopeThe 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 #39;s vision, mission, and mandate.General AccountabilityThe 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.Specific AccountabilitiesThis position is responsible for the overall effective operations and initiatives under the authority of the Vice-President, Finance as well as the Directors within the VP portfolio. The incumbent will support the Vice-President and Directors by providing advanced administrative support while establishing priorities and anticipating needs to ensure commitments are successfully achieved. This will be accomplished by organizing multiple tasks to reduce the amount of administrative work required by the Vice-President and Directors and ultimately optimizing the use of their time. 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 #39;s directives with high-level staff and faculty committees. 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 broad range of 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 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
• 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 and Directors are maintained
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
• In collaboration with the Vice-President and Directors, assign and monitor clerical and administrative functions of administrative staff
• Provide back up to the Administrative Assistant, 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 the Vice-President and Directors on assignments, deadlines, projects, and provide status reports when necessary
• Schedule and register the Vice-President and Directors for conferences, meetings, including travel, accommodations, and complete expense reports

Client Focus

• Screen incoming calls and requests, and direct to the appropriate personnel/department under the authority of the Vice-President and Directors
• Determine nature of visitors #39; business and provide appropriate information or direct them to the appropriate personnel
• 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

Department Initiatives

• Collect data from various sources and analyzes for accuracy, completeness and relevance
• 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
• Create and maintain databases to support initiatives with an advanced understanding of the expected results
• Edit and proofread general and high-level correspondence, presentations and reports as required; prepare documents for signature
• Review, prepare and issue documents, tables and reports for the Vice-President and Directors; prepare background documentation and report and document summaries as required
• Update and maintain procedure and guideline manuals and assist in establishing office standards and procedures; measuring results against standards and making necessary adjustments
• Provide administrative support on special projects where 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
• Contribute to SIIT #39;s strategic effectiveness by representing and participating on internal and external committees, 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 #39;s authority as required
• Arrange for, receive, and review all documents, reports, and correspondence prepared for the Vice-President #39;s and Director #39; signature; format; check for content, grammar, spelling, and make edits as necessary
• Facilitate communication between Vice-President, Directors and departments
• Assist the Vice-President and Directors in setting priorities to meet objectives and changing needs
• Advise the Vice-President and Directors of items or issues requiring urgent attention
• Knowledge of local, provincial, and federal government activity to provide the Vice-President and Senior Director updates on current political news or events that directly impact SIIT

People Managementamp; Leadership

• Assist in building and leading the department through employee selection
• Coach, train and develop employees to ensure growth and development of those individuals
• Conduct regular reviews with direct reports; ensure adherence to SIIT policies and procedures
• Monitor and schedule vacations, overtime and other absences to ensure customer service levels are maintained
• Manage, coach and lead direct reports, providing direction when higher level issues arise
• Ensure a positive, diverse and inclusive work and learning environment
• 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 #39;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.