Executive Assistant, Governance & Shared Services
First Calgary
Calgary, AB Canada
17d ago

As the Executive Assistant, Governance and Shared Services, you will be responsible for :

  • Providing a variety of administrative support services to the board of directors, executive, and the division's management team.
  • Administrative and project based duties, including research, report preparation correspondence, liaising with board members, other executives, and senior managers.
  • Coordinating Strategic Board / Management Planning Sessions and other special events.
  • Acting as the primary board resource supporting agenda creation, meeting material distribution and minute taking, as well as other ad-
  • hoc support / administrative activities to assist individual board members and enhance board effectiveness.

  • Coordinating Board calendar, logistical requirements for on-site and off-site meetings and organizing travel arrangements for board members,
  • Working closely with the SVP Shared Services, CEO and other executives to coordinate regular quarterly management reporting for board, ensuring meeting materials are gathered, formatted and distributed in time and error-free.
  • Ensuring that the Board of Directors are reimbursed for their expenses and paid their honorarium and monthly per diems through the finance and payroll departments.
  • Arranging accommodation, event registration and other arrangements for Board members attending CUCA, WOCCU and other Credit Union System events;
  • coordinating arrangements relating to director attendance at CUDA and supplementary education sessions for the Directors.

  • Providing assistance in the Board and Management Planning Sessions, arranging all accommodation, meeting, catering, and entertainment requirements.
  • Prioritizing and following up on incoming requests, issues and concerns addressed to the board, including those of a sensitive or confidential nature;
  • determining course of action, referral or response.

  • Conducting research at the request of the SVP Shared Services to support emerging governance work; formatting written insights / recommendations from draft stage to audience ready work.
  • Establishing and maintaining confidential board files and records; releasing documents or other information requiring the use of discretion and judgement as to the nature and extent of distribution.
  • Maintaining the board of director SharePoint website, ensuring the information is current.
  • Coordinating the executive’s calendar, logistical requirements for on-site and off-site meetings and organizing travel arrangements.
  • Anticipating issues and taking the initiative to ensure that the executive's time is used most effectively. Handling incoming / outgoing phone calls, e-

    mail, and correspondence and maintaining their contact database.

  • Preparing the executive for meetings by organizing meeting packages and updating their daily calendar. Ensuring proper follow-
  • up is completed on items arising from meetings and conversations.

  • Prioritizing conflicting needs; handling matters efficiently, proactively, and follows through on projects to successful completion, often with deadline pressures.
  • Creating professional PowerPoint, audiovisual graphic presentations, and special projects and proposals; assisting in the development of content by further research as required.
  • Developing and maintaining collaborative working relationships with a range of stakeholders, from the board of directors, external regulators, to other senior leaders within the organization.

  • 4 to 6 years of experience in an Executive Assistant role or in a role providing senior level administrative support.
  • Experience supporting multiple executives within dual reporting relationships is an asset.
  • Working towards or completed a certificate, diploma, degree or designation program in Administrative Information Management or related field.
  • An equivalent combination of education and experience may also be considered.
  • Excellent organizational and multi-tasking skills; can manage across a breadth of activities.
  • Demonstrated strong professional communication skills, both written and verbal.
  • Excellent attention to detail with fast and accurate data entry skills.
  • Advanced working knowledge of MS Office products (Outlook, Word, Excel, and PowerPoint) with demonstrated ability to utilize computer programs to create professional reports and documents.
  • Proven ability to maintain confidential information and discern what can and cannot be shared with others.
  • Proven ability to work effectively with individuals at all levels within the company, specifically in demonstrating tact and diplomacy.
  • Able to work non-standard, flexible work hours, as needed.
  • Ability to work independently with minimal supervision.
  • Ability to maintain composure under pressure and to deal with multiple tasks and conflicting priorities.
  • Demonstrated competency in using independent judgment.
  • Qualified applicants are invited to apply online.

    We thank all applicants for their interest. Please note applications will only be accepted online and only those applicants under consideration will be contacted.

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