Executive Assistant, Facilities Management - Calgary, Canada - SAIT Polytechnic

    SAIT Polytechnic
    SAIT Polytechnic Calgary, Canada

    1 month ago

    Default job background
    Description


    Executive Assistant, Facilities Management
    Calgary, AB /
    Corporate Services – Facilities Management /
    AUPE Permanent Salary
    / Hybrid
    Apply for this job
    SAIT's Facilities Management department serves as steward of its building and grounds, ensuring physical operations are maintained and that spaces are safe, secure, functional and inviting for all who use them. We are guided by SAIT's shared priorities of sustainable growth, innovation in applied education and student success — our work contributes to that.
    The Opportunity
    Reporting to the Associate Vice President, the Executive Assistant provides administrative support to the Facilities Management Department in addition to managing multiple projects and priorities in an environment of constant change and development.
    This position supports the Facilities Management Leadership Team to ensure the successful day-to-day operations of the team. You will assist in meeting coordination and planning, project reporting, and other support duties. You will liaise with a variety of SAIT staff, fostering solid, productive relationships.
    The Role
    • Monitor the AVP and Directors calendars and independently determine meeting request responses and handle scheduling conflicts.
    • Ability to treat confidential information with appropriate discretion, as this position will have access to sensitive information.
    • Actively support special key strategic activities and department initiatives as required.
    • Organize meetings with external and internal stakeholders, including room bookings, and managing meeting minutes.
    • Oversee the onboarding and offboarding activities of staff members within the department.
    • Arrange travel as required, prepare pre-authorizations, expense claims and reconciliation of monthly credit card statements.
    • Determine and complete updates to department website, project dashboards and other information channels.
    • Accurately enter information into various software platforms and generate reports.
    • Oversee routine departmental communications; Research and analyze information; Prepare presentations as required.
    • Collaborate with team members within Facilities Management and across various SAIT departments.
    • Support the Health & Safety representative for the department and taking on Fire Warden duties when working on site.
    • Monitor departments supplies, including ordering office stationery and renewing required software and hardware.
    • Support FM document management practices as a SharePoint administrator
    • Financial administration including requisition entry and invoice processing.

    Qualifications & Experience

    • Minimum Education and Experience
    • Diploma in a related discipline (e.g. Administrative Information management)
    • 5 years work in a related role. A combination of education and experience will be considered
    • Knowledge of administrative policies and procedures and general business operations
    • Preferred
    • Experience working in a Post-Secondary Environment
    • Knowledge of records information management and data integrity auditing process is an asset
    • Experience in developing spreadsheets in Excel, Smartsheet, PowerPoint, Microsoft Suite
    • Working knowledge of Enterprise Resource Planning (i.e., Banner, Oracle, SAP, etc.) systems

    Job classification: ADMINISTRATIVE ASSISTANT II – A5904
    Salary range: $54,431.00 – $60,680.00
    Posting closing date: November 17th, 2023
    About SAIT

    SAIT is a global leader in applied education. Named one of Alberta's Top Employers , we offer the chance to work with a purpose — preparing the next generation of industry leaders, entrepreneurs, advocates and explorers.

    Building on our 100+ year history, we're looking for innovative, bold and collaborative employees who embrace change and deliver world-class customer experiences. Your future starts now at SAIT.

    Equity, diversity and inclusion (EDI) is essential to achieving SAIT's vision to be a global leader in applied education. We encourage applications from women, Indigenous people, racialized people, people with disabilities, people from gender and sexually diverse communities, and/or people with intersectional identities. Learn more about EDI at SAIT .
    At SAIT, we understand that experience comes in many forms. We're dedicated to adding diverse perspectives to SAIT – so if your experience is close to what we're looking for, please consider applying.
    SAIT is committed to supporting persons with disabilities throughout the recruitment process. We will work with applicants to provide accommodations upon request to the Talent Advisor.

    BEWARE FALSE POSTINGS AND RECRUITING OFFERS

    SAIT has been made aware of individuals or organizations posing as SAIT using false postings to attract job seekers and collect personal information. Please be aware that SAIT will never request sensitive personal information beyond what is required for an application.

    Career opportunities at SAIT will always be posted on the SAIT career site and we encourage applicants to only apply directly through there. When your application is completed you will receive an email confirmation, if you did not receive one please check your junk mail or try applying through the SAIT career page again.
    Apply for this job
    Jobs powered by


    View or Apply

    To help us track our recruitment effort, please indicate in your email – cover/motivation letter where ) you saw this job posting.