Employment Opportunity

Internal/External Opportunity

Executive Assistant to the President

About FNTI (First Nations Technical Institute)

Since establishment in 1985, over 4000 students have graduated successfully from First Nations Technical Institute (FNTI) with certificates, diplomas and degrees, granted in partnership with Ontario's Colleges and Universities. An Indigenous post-secondary institution, FNTI offers programs targeted at Indigenous learners across a wide range of post-secondary disciplines including aviation, health, business, and public administration. FNTI delivers programming locally through its main campus in Tyendinaga on Ontario's beautiful Bay of Quinte, as well as in numerous community locations throughout Ontario.

Job Statement:

FNTI is seeking a skilled and resourceful Executive Assistant to provide comprehensive administrative support to the President's Office and the Board of Directors. This role is crucial in ensuring smooth operations and effective communication across multiple departments while advancing the strategic goals of the organization. The ideal candidate will have a strong understanding of Indigenous cultures and protocols, along with experience in high-level administrative roles.

Essential Functions and Responsibilities:

Administrative Support to the President's Office

• Provide comprehensive administrative support and office management for the President's office.
• Assist in resolving administrative matters and prepare business correspondence, including reports, letters, and other documents.
• Monitor budgets and portfolio expenses; participate in and lead various committees, meetings, and projects.
• Manage the President's calendar, advising on upcoming events, coordinating travel arrangements, and preparing necessary materials.
• Direct inquiries to appropriate departments or individuals as needed.
• Maintain effective communication with internal and external stakeholders, as directed by the President.
• Support the implementation of the Strategic Plan mandate for the President's office and the Board.
• Build and maintain positive working relationships with internal and external stakeholders.
• Ensure compliance with FNTI's health and safety policies, procedures, and programs to maintain a safe and healthy work environment, in accordance with occupational health and safety legislation.
• Perform other duties as assigned.

Administrative Support to the Board of Directors

• Provide confidential, operational, and executive-level support to the Board of Directors.
• Maintain and organize Board documents, including governance materials, charters, incorporation papers, by-laws, and policies.
• Coordinate and manage Board meetings, documents, and correspondence on behalf of the Board of Directors.
• Attend Board meetings, record accurate minutes, and ensure they are signed and properly filed.
• Track Board terms, elections, and membership to ensure compliance and continuity.
• Manage the Board's calendar, advising on upcoming events, arranging travel, and preparing necessary materials.
• Direct inquiries to the appropriate person or department.
• Perform other duties as required.

Job Specifications and Qualifications:

Education and Experience

• Diploma or degree in Business Administration or a related field (preferred).
• 5 to 7 years of experience supporting senior leaders or executives.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills to meet tight deadlines efficiently.
• Excellent judgment and discretion in managing sensitive and confidential information.
• Resourceful problem-solver, capable of anticipating challenges and addressing them effectively.
• Proven ability to thrive in complex, high-pressure environments while maintaining strict confidentiality.
• Leadership skills, with the ability to proactively support executives and take initiative.
• Advanced business writing abilities for clear, concise, and professional communication.
• Strong interpersonal and communication skills to build and maintain positive relationships with diverse stakeholders.
• Effective project management skills to coordinate multiple tasks and meet deadlines.
• Proficiency in Microsoft Office, Google Workspace, and virtual collaboration tools.
• Experience with digital content management, including organizing and maintaining records accurately.
• Customer service-oriented, with a positive and professional attitude.
• Commitment to continuous learning, staying up to date with relevant technologies and best practices.
• Familiarity with Indigenous post-secondary education, including cultural protocols and practices.
• Willingness to work occasional evenings or weekends, as required.

Conditions of Employment:

• Willing and able to travel on occasion as well as work overtime as required
• Successful candidates must provide a satisfactory CPIC and vulnerable sector check

Notes:

• All qualified applicants are encouraged to apply, however FNTI provides preference to those applicants with Indigenous ancestry who self-identify.
• Must be legally entitled to work in Canada
• This position offers 32 hours per week, with the possibility of increasing to 40 hours per week based on operational needs.

FNTI is committed to creating an accessible and inclusive organization. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code (OHRC), applicants may request accommodation related to the protected grounds at any stage of the hiring process.

Thank you for your interest. Please note only those selected for an interview will be contacted.