Executive Assistant, Board of Governors

Executive Assistant, Board of Governors
Calgary, AB
President & CEO – President & CEO /
APT Temporary Salary
/ Hybrid
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SAIT is a global leader in applied education and an institution that empowers employees to make a difference in the lives of our students. Building on more than a century of history, we are looking for innovative employees wanting to create a future with us. As part of our team, you are encouraged to be bold and inventive, bringing new ideas to the table. Change excites you.
 
SAIT offers the chance to do work with a purpose — preparing the next generation of industry leaders, entrepreneurs, advocates and explorers. We develop leaders in the classroom and our workspaces, encouraging lifelong learning for both students and employees.
Your future starts now … at SAIT.
 
We are looking for individuals who align with our commitment to excellence and who demonstrates:
o a growth mindset through curiosity, creativity, and collaboration
o leads with a world-class customer experience mindset
o is dynamic and responsible to the needs of stakeholders, speed and agility are critical
o someone who embraces trial and error as an important part of learning
The Opportunity
Reporting to the Executive Assistant of the President and CEO, the Executive Assistant manages the operational aspects of the Executive and Board Office and coordinates its activities with a wide range of internal and external stakeholders.
The Executive Assistant acts as the first point of contact for Board issues, understands and applies legislation, provides support for the Executive Office and several Board committees ensuring a high standard of accurate, timely and impartial dissemination of information.
 
The Executive Assistant will have a significant impact on the general perception of the Board Office by both internal and external constituents and therefore requires a high level of visibility, leadership, and personal contact. This is a demanding position, as the Executive Assistant is expected to take initiative and work independently with little direction and with a high degree of professionalism, accuracy, and sound judgment.
The Role

• Support and Liaison to SAIT Chair and Board of Governors
• Coordinates schedules and meetings for the Board of Governors and Board Committees
• Develops, coordinates and distributes agendas and support materials (using Board Vantage), prepares minutes, pursues appropriate follow-up action, and maintains the official records of the Board's business
• Coordinates/advises on Board's special events and other activities hosted by the Board, including member participation
• Coordinates and maintains the Board's reference manual, orientation process and annual planning session
• Manages the Board's appointment process, through the Executive Committee of the Board
• Drafts the Board's Committee Structure, based on input from Board members, for review by the Board Chair and President
• Coordinates the Presidential Review Process with the Executive Committee of the Board
• Represents the President and the Board on Institute and non-college committees as required, i.e., Boards of Governors' Provincial Workshop
• Researches and prepares reports, presentations and briefing notes for the Board and President
• Responsible for working with the Policy & Procedures Steering Committee in reviewing SAlT's policies and procedures, obtaining Board approval and documenting the final product
• Advises Chairman and President on matters of interest and concern to the Board and briefs the Chairman and the President on agenda items for each Board meeting and Committee meeting. Attends all meetings of the Board and Board Committees
• Manages, resolves and/or directs concerns brought forward to the Board of Governors by staff, students or general public
• Collates, reviews and ensures all of the Board members’ receipts, expenditures and claims comply with SAIT’s travel policy
• Coordinates the Honorary Degree process and works with recipients in preparation for presentation of degree at convocations
• Supports the joint Executive Committee meetings


• Office Management
• Identifies areas of improvement and initiate projects to enhance productivity, efficiency and executive support
• Works in collaboration, effectively communicates with and supports the Executive Office Team as required
• Supports the Executive Assistant to the President and CEO on an as needed basis


• Budgeting
• Assigns, analyzes and process expenses within an approved budget
• In consultation with the President and CEO, develops the Board's budget for presentation to the Governance Committee of the Board and monitors all budget expenditures. Coordinate the issuance of parking passes and employee identification, facilitating a smooth transition for new staff members

Qualifications

• Post-secondary education preferred
• A combination of education and experience in a senior administrative role may be considered
• Five (5) years of senior administrative experience required
• Board experience in a public sector organization preferred

Skills and Knowledge

• Able to work cooperatively with a broad range of individuals and act with tact and diplomacy at all times
• Ability to recognize and maintain confidentiality and exercise discretion when disseminating information to others
• Strong organizational and project management skills including a working knowledge of practices and processes related to the administration of an executive office and Board. These would include workflow organization, setting of priorities, anticipating issues, tracking projects, ensuring effective filing/records management
• Knowledge of SAIT's policies and procedures
• Familiarity with the Post-Secondary Learning Act (PLA) would be an asset
• Able to work independently with limited direction
• Results and action oriented
• Knowledge of “BoardVantage” Software
• Proficient at minute taking
• Excellent business writing skills to ensure well-formatted, concise and accurate meeting records and correspondence

Job Classification: Executive Assistant
Salary Range: $54,692 - $84,000
Hours per week: 37.5
Position End Date: February 14, 2025
Posting End Date: February 15, 2024
A flexible Hybrid work model can be offered for this role in accordance with SAIT guidelines  
View a summary of our benefits and perks for salaried employees.
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
The Southern Alberta Institute of Technology (SAIT) has been made aware of individuals or organizations posing as SAIT using false SAIT postings to attract job seekers and collect personal information.
Please be aware that SAIT will never request information beyond what is required for a resume. SAIT will never ask for sensitive personal information such as birthdates, banking, social insurance or health care account information for our application process.
Career opportunities at SAIT will always be posted on the SAIT career site. If you are uncertain about the validity of a posting or offer, please forward the suspicious posting to [email protected].
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