Executive Assistant to the President/ CEO  at Six Nations Polytechnic

Six Nations Polytechnic (SNP) is a unique Indigenous Institute, recognized by community, government, and institutions of higher learning, as a Centre of Excellence for Indigenous Knowledge. SNP offers postsecondary, secondary, trades education and training. SNP has formal partnerships with nine publicly funded Ontario Universities and Colleges and collaborates with six Ontario-based Indigenous owned and controlled post-secondary Institutes.

For more information, visit www.snpolytechnic.com

JOB PURPOSE 

Under the supervision of the President/CEO, the Executive Assistant provides high level administrative leadership. As the primary point of contact for both the SNP board and the President/CEO, the Executive Assistant supports efficient organizational governance, effective communications, and records maintenance, practicing discretion with sensitive matters. The Executive Assistant is required to perform all duties consistent with the governance values and operating policies of Six Nations Polytechnic (SNP) while fostering positive relations with staff, students, stakeholders, and the community; contributing to a culturally supportive teaching, learning and work environment consistent with Hodinǫshǫ:nih/Rotinonhson:ni values of Ga’nigohi:yo:/Kanikoriio (Respect and the Good Mind).  

KEY ACCOUNTABILITIES 

General Administration   55%

• Providing administrative support including, responding to inquiries and routine correspondence, filing expense claims, coordinating travel, researching vendors and suppliers, contact management, contract support, preparing and organizing reports and other meeting materials;   
• Coordinate and compile appropriate background information on issues, individuals, events, projects, etc. that impact the President’s Office;  
• Field complaints brought to the President’s Office providing appropriate referrals and tracking resolution;  
• Managing, coordinating, and organizing activities and schedules for the President/CEO, including meetings;  
• Maintain filing systems, physical and electronic, ensuring timely filing of materials and proposals and the security of confidential files;  
• Prepare Briefings for internal and external parties on a wide variety of institutional topics and initiatives;  
• Track finances and budgets for the President’s Office;   
• Manage daily ‘bring-forward’ system for the President; ensure President is aware of upcoming events or discussions where prior background review is required;  
• Maintain up-to-date knowledge of all aspects of the institution and its current objectives;  
• Type/edit/proofread reports, letters or memos from typed, handwritten notes or verbal direction;  
• Review and verify all financial invoices and requests for Presidential sign-off for various department initiatives received by the President’s Office;  
• Working in partnership with Corporate Communications, draft speeches or talking points for the President with regard to media events, public speaking, welcoming events, events on campus, etc.;  
• Draft or edit PowerPoint and Word-based presentations;  
• Draft various announcements, news releases and memos to the SNP community;  
• Facilitating the President’s scheduling process. This entails substantial knowledge of the President’s style and requires determining which inquiries should be addressed by the President and which should be deferred to someone else at the institution, evaluating the time needed to complete appointments or Presidential tasks, anticipating time commitments for future projects requiring President’s review and work time, and understanding the sensitivity associated with commitments to the President’s time. Also requires knowledge of internal and external stakeholders seeking access to the President;  
• Manage the President’s email;  
• Handling all sensitive matters with discretion and confidentiality;   
• Attending meetings with the President/CEO upon request to take minutes and prepare follow-up; and   
• Other related duties, as required. 

Governance/ Board Support  20%

• Managing all board logistics, including scheduling of meetings and events, developing and seeking approval for meeting agendas, assembling and distribution of reports and related materials, extending invitations as required;  
• Maintaining key corporate documents and records;   
• Acting as recording secretary and ensuring effective maintenance, distribution, and retention of records, including, but not limited to agreements, board membership, meeting minutes and decisions, letters patent, pertinent band council resolutions, incorporation documents, by-laws, and board policies;   
• Tracking compliance documents to ensure timely completion and submission occurs;   
• Providing administrative support to the board by drafting correspondence, maintaining up to date contact information, filing, expense claims, coordinating travel;   
• Acting as the primary point of contact between the SNP Board and external agencies;
• On-boarding new board members and providing orientation and any required training and briefings; and
• Other related duties, as required. 

Operational Coordination 15%

• Lead work teams and volunteers in the planning of a number of institutional special events and activities;  
• Organize, plan for, secure reports, prepare agendas and attend regular meetings of the institution’s management / leadership teams (i.e. SSPC, AGT, SEM, etc..). Request information from members, amalgamate reports from each area for the meetings, take notes / minutes acting as recording secretary, and track issues to bring forward or revisit, and follow up on action items;  
• As required, assist in facilitating the completion of institutional administrative projects;  
• Arrange all logistics (including space, a/v requirements, refreshments, special requests, etc.) associated with senior management meetings; and
• Other related duties, as required. 

Policy Administration 10%

• Establishing and maintaining the SNP policy and forms storage environment ensuring version control and proper approvals are in place;   
• Ensuring proper tracking and document retention protocols are in place to support accuracy and relevancy of policies and forms;   
• Providing editing and update support to policy owners; and  
• Maintaining a cycle for policy and forms review coordinating with policy owners to complete regular reviews and updates; and
• Other related duties, as required.  

EDUCATIONAL KNOWLEDGE 

Completion of a formal post-secondary college or university program of three to four academic years in Business or General Office Administration.

EXPERIENTIAL KNOWLEDGE / CULTURE AND LANGUAGE EXPERTISE 

Over 3 years and including 5 years of related experience in administrative experience preferably in a post-secondary, private sector or government setting.

Demonstrated experience with budget review and monitoring .

Criminal Record Check  

The successful candidate will be required to provide an original Criminal Background Check – Vulnerable Sector Screening that is satisfactory to Six Nations Polytechnic (SNP) prior to the first day of work at Six Nations Polytechnic, and an Offence Declaration that is satisfactory to SNP by their first day of employment at Six Nations Polytechnic.  

At Six Nations Polytechnic, we are committed to diversity and inclusion as we continue and expand our efforts to become a more inclusive, safe and respectful workplace. Human Resources will accommodate any needs under the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA). Recruitment processes will be modified to remove barriers to accommodate those with disabilities, as may be requested. 

Applicants from Six Nations and other Indigenous communities will be given preference to deliver programs and services in a First Nations community.  

Full Job description is available upon request. 

JOB TYPE: Full-time Permanent

SCHEDULE: 37.5 hrs Monday-Friday

WORK MODEL: Hybrid - Ohsweken Campus 

PAY BAND: 7  

BENEFITS:

• Company registered pension plan
• Dental care
• Extended health care
• Life insurance
• Paid sick and personal time