Job Posting Details

Executive Assistant, Salmon Arm Savings and Credit Union

Location:Salmon Arm, British Columbia
Posting Date:July 10, 2019
Closing Date:July 26, 2019
Web Site:www.sascu.com
Competition:HR2019.029
Employment Type:Full-time / Permanent

As Executive Assistant in our Administration Office, you’ll provide prompt, professional administrative support services directly to the Chief Executive Officer, the Board of Directors and its Committees, the Executive Leadership Team and the Administration department overall. Known for your proactive approach as much as your office administration and problem-solving abilities, you’ll act as a Recording Secretary for the Board, prepare a variety of correspondence and reports, and coordinate Board and Committee meetings. This is an exciting opportunity for a take-charge individual like you to ensure effective day-to-day office operations, work independently on projects – from conception to completion, often under time constraints, and capably handle a wide range of activities and confidential matters with discretion and aplomb.

As part of your varied duties as Executive Assistant, you will:

· Prepare letters, contracts and other documents for the CEO’s signature;

· Book appointments and coordinate the CEO’s schedule;

· Maintain meeting calendars, assist with developing agendas, and provide follow-up on action items;

· Prepare Board packages, agendas, notices and meeting-related correspondence; 

· Maintain and update Board Policy Manuals and the Board web portal, as directed;

· Facilitate the on-boarding of new Directors, including training on the web portal, coordinate new/retiring Director set-up with HR and ensure the banking system reflects appropriate account status;

· Calculate remuneration for Board/Committee meetings and conferences, and coordinate year-end Payroll processing;

· Coordinate logistics for the Annual Board and Management Planning session;

· Undertake governance activities relating to annual Board elections – from coordination of returning officers, to collection and delivery of materials;

· Provide governance and logistical support for the Annual General Meeting;

· Answer the Administration general phone line, respond to general queries and transfer calls as appropriate;

· Greet and assist visitors, and provide temporary building access cards;

· Process Downtown Salmon Arm branch mail;

· Coordinate office couriers and maintain supplies;

· Provide coordination support for meetings, such as scheduling, catering, etc.; 

· Maintain the front office, boardroom, meeting room and photocopy room.

EDUCATION, TRAINING AND EXPERIENCE

The ideal candidate will possess the following skills and experience:

· A Business diploma or certificate.

· No fewer than 4 to 6 years’ related experience at an executive assistant level.

· Demonstrated ability to maintain discretion and strict confidentiality.

· Knowledge of “Robert’s Rules of Order” for application to agenda setting and minute taking, to ensure minutes of all meetings, including motions, are recorded accurately and approved for circulation.

· Advanced skills in office software, including MS Word, Excel, PowerPoint, Outlook and other software that is specific to the role.

Additional competencies:

· Excellent verbal and written communication skills.

· Advanced organizational, time management and minute-taking abilities.

· Commitment to continuous learning.

· A community-oriented mindset.

· Ability to act according to SASCU’s Values, Service Standards, and Leadership Competencies.

While this full-time position involves working primarily Monday-to-Friday business hours, you must be prepared to attend Board meetings one Tuesday evening per month.

To learn more about this exciting role with a successful and growing organization, please visit https://www.sascu.com/Personal/AboutUs/Careers/CurrentOpportunities/ExecutiveAssistant/.