Executive Assistant to Academic Dean

Executive Assistant to Academic Dean

Job Information
Author SamanthasFNTI
Date October 27, 2021
Deadline Open
Type Full Time
Company First Nations Technical Institute
Salary 28.77 - Per Hour
Location Territory, ON
Category Admin / Office
Contact Information
[email protected]


Internal / External

Executive Assistant


(12 months)

About FNTI (First Nations Technical Institute)

Since establishment in 1985, over 4000 students have graduated successfully from 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.

Under the direction of the Academic Dean (AD), Stand Alone Programs, the Executive Assistant is responsible to assist with the development, implementation, administration, finance and evaluation of all educational programs within the unit. The incumbent will also assist in the day-to-day operations, planning and organization of the Academic Office(s) and the AD office.

The Executive Assistant works closely and coordinates with the Stand Alone Program team, Academic Dean, Partner Programs, Academic Programs Coordinators, the Faculty, the Administrative Assistant for VP EMSS, the EA for the President/CEO and the Reception Administrative Clerk.

Key Activities:

  • Provide administrative and organizational support to the Academic Dean, Stand Alone Programs;
  • Record and process all correspondence; prepare and edit internal and external letters, memos and mass emails;
  • Create and maintain contact lists;
  • Manage the AD’s calendar, including advising of up-coming events and preparing the appropriate materials required;
  • Prepare for and organize meetings, including agendas, advance distribution ofdocument/materials, hospitality, room set-up and technological requirements. Preparation may require research of issues, individuals and/or organizations;
  • Ensure appropriate travel arrangements for AD;
  • Prepare and process internal documents, including travel and expense claims and requisitions for AD;
  • Assist with the preparation of business presentations;
  • Assist as needed with Breeze and reconciliation of personal time for Academic staff;
  • Prepare proposals as needed;
  • Establishing and maintaining paper and electronic files of the office of the Academic Dean, such as: partnership agreements; articulation agreements; funding proposals and agreements; government filings; policy documents; consulting reports; and, planning documents; Academic Integrity tracking;
  • Responsible for maintaining and monitoring the budgets and Quality Assurance, creating quarterly summaries of variance for the A.D.
  • Correspond and coordinate with Program Coordinators about particular program regarding budgets; contracts, amendments, requisitions, purchasing and tracking of resources;
  • Assist in managing special grants and projects;
  • Will be required to coordinate the creation of board reports from the academic division, and ensure key metrics are being addressed in reporting.
  • Oversee Faculty and Cultural Advisor Gatherings and AD preparations;
  • Maintaining FNTI internal calendar with delivery dates, locations, accommodation details, program details (course, instructor, SSF, CA);
  • Create and maintain (update) individual program delivery schedules and forward to Academic Team and appropriate coordinates;
  • Assist in creation of documents to report back to provincial, federal and other funding agencies.


  • A Diploma in a related field and a minimum of three years of progressively responsible work experience or an equivalent combination of education and experience;
  • Experience in an office setting; demonstrated computer skills, especially MS Office Suite
  • Excellent written and oral communication skills
  • Policy and procedural development experience; ability to interpret, explain and implement organizational policies and procedures;
  • Project management experience is an asset
  • Knowledgeable in the field of Indigenous post-secondary education;
  • Effective organizational, strategic, planning, and implementation skills;
  • Ability to multi-task and meet multiple and /or unexpected deadlines in a demanding environment;
  • Demonstrated interpersonal and oral & written communication skills;
  • Demonstrated ability to monitor budgets and prepare quarterly budget variance reports;
  • Confident decision-making abilities;
  • Must possess conflict resolution skills;
  • Cultural knowledge and appreciation of Onkwehonwe/Nishnawbec culture preferred.

Conditions of Employment

  • Willing and able to telework, based on operational requirements
  • Willing and able to work various hours on occasion, in order to meet organizational needs and the needs of our students
  • Must possess a valid Ontario class ‘G’ driver’s license and provide a clear driver’s abstract

All qualified applicants are encouraged to apply, however FNTI provides preference to those applicants with Indigenous ancestry who self-identify

Successful candidate must provide a satisfactory CPIC and vulnerable sector check

Please forward your cover letter and resume no later than November 3, 2021 to:

Samantha Souliere, HR Manager

Email: [email protected]

Thank you for your interest.  Only those selected for an interview will be contacted.

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