Assistant to the Director Commercial Services

Assistant to the Director Commercial Services
Calgary, AB
Corporate Services – Commercial Services /
AUPE Permanent Salary /
On-site
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SAIT’s Commercial Services department runs SAIT-led businesses, handling internal and external conference and event services, and coordinating independent contractors and franchisees responsible for food services, graphic design and printing needs. Commercial Services underpins daily life on the SAIT’s campus. If you’re looking to join this unique in-house events and services team — and this opportunity gets you excited — we want to meet you.
The Opportunity
Reporting to the Director, Commercial Services, the Commercial Services department is looking to hire an Assistant to the Director Commercial Services. This position includes a wide range of senior level administrative support ranging from complex to routine all of which contribute to the efficient and professional operation of the Director’s office. 
Some of duties include administrative support, meeting and travel coordination, supporting the payment of invoices as well as review of Accounts Receivable. This position requires a thorough understanding of policies and procedures that affect the department. Requires professionalism, discretion and confidentiality.
The Role

• Administrative support for leadership
• Provide timely, accurate and confidential administrative support to the Director and Associate Director of Commercial Services 
• Provide administrative support for department wide meetings including catering and presentation materials. 
• Act as a key point of contact for the department; Collaborate efficiently with senior leaders, departments and external stakeholders. 
• Prepare contracts and communication messages on behalf of the Director. 
• Organize and plan travel for department; Review, organize and complete expense forms for the Director. 
• Manage Director and Associate Director’s calendars while ensuring continuity of operations when Director is away. 
• Organizes leadership team according to the Director’s instruction.


• Administrative support for department
• Provides support to the Director and Associate Director
• Support One Card customer service for required at the window with students and staff during intakes. 
• Finance liaison for cost allocation and payment schedules. 
• Supports, reviews, and reconciles AP and AR for long-term leases/agreements, Bookstore FOAPAL charges, CaterTrax catering FOAPAL charges, One Card, Parking Services, Conference Services, Food Services, and Student Residence. 
• Monthly RFI’s for long-term leases/agreements and Bookstore consignment sales 
• Manage and track capital expenditures, identify variances above the normal approval process.
• Monitor, manage and update Commercial Services social media feeds and websites.
• Organizes special events as required and understanding the process of such o
• Responsible for the health and safety of our office space; Attend meetings, roll out initiatives. Review and distribute minutes.
• Support Commercial Services vendors with equipment, communication, access and onboarding requests. 


• Support for Conference Services
• Manages administration and approval of the “no deposit lists” top Conference Services customers. 
• Assist with questions and help with training for other departments with Commercial Services Specific services.

Qualifications & Experience

• Minimum Requirement
• Post-secondary certificate
• 5 years’ experience in senior administrative role
• Proficient with MS office
• Working knowledge of advanced Excel 
• Expert knowledge of Outlook for navigating and managing calendars including granting and gaining accesses
• Thorough understanding of the inner workings of a complex work environment with many stakeholders 


• Preferred
• University Degree or College diploma or certificate 
• Working knowledge of Banner 9
• Understands the AA network at SAIT, what to action, who best to support and understanding of approval matrix.


• Skills Required
• Strong communication, both written and verbal 
• Ability to appropriately manage highly confidential information Excellent organizational and time management.
• Superior relationship building and collaboration skills.
• Excellent customer service skills 
• Ability to establish and maintain effective liaison with SAIT stakeholders. 
• Some accounting knowledge – actively create and code invoices. 
• Exercise initiative, judgement and problem-solving skills to complete work. 
• Take responsibility and make decisions based on analysis and interpretation. 
• Working knowledge of Microsoft Office, Word, Excel PowerPoint and Outlook 
• Great diplomacy skills to obtain correct information, advise/redirect as necessary. 

Job classification: ADMINISTRATIVE ASSISTANT II - A5904
Salary range: $50,000 - $60,000
Posting closing date: April 5th, 2024
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.
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