Executive Assistant to The CEO - Saskatoon, Canada - STC URBAN 1ST NSTNS

STC URBAN 1ST NSTNS

Verified Company

Saskatoon, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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 winwin 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 daytoday 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 handson 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, inservices, and courses of study;
Perform other related duties as defined and assigned by the reporting Director or designate on an asandwhenrequired 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