Position: Executive Assistant

Location: Etobicoke OR St. Catharines

Duration: 3 months (with possible extensions or convert to permanent)

Hours: 37.5

Job Type: Hybrid

JOB SUMMARY:

Responsible to apply the principles of service excellence as a proactive genuine partner to the Chief Corporate and Legal Affairs Officer in the provision of professional, confidential executive support. Accountable to coordinate and/or oversee the scheduling and logistical planning of Executive meetings, communications, activities and special events.

KEY RESPONSIBILITIES:

· Work with the respective Chief Corporate and Legal Affairs Officer as a proactive genuine partner to form an efficient and effective team. Provide superior executive administrative support to the Executive for the management of the executive’s office. Screen, refer and/or respond to correspondence, e-mails and telephone inquiries.

· Maintain the executive’s e-mail system, calendar, filing system, and make appointments, coordinate travel and meeting arrangements as required. Prioritize daily, weekly, monthly schedule and agenda of activities in conjunction with the executive and provide gatekeeper role for direct access to Executive.

· Plan and coordinate the Executive’s schedule.

· Receive, distribute, redirect and respond to mail, email, telephone calls, reports and other material as appropriate and ensure appropriate follow up action is taken where required. Research items of topical interest and prepare reports of findings.

· Provide advanced word processing services and prepare materials and presentations/reports in the appropriate format (i.e., PowerPoint); maintain familiarity with all business matters applicable to the Credit Union and maintain subject matter knowledge and awareness on issues, projects and activities requiring the executive’s involvement.

· Act as resource to coordinate materials for executive meetings and for other corporate activities such as golf tournaments; employee functions; offsite events and/or public events. Exemplify service excellence in preparing materials, binders, briefs, executive summaries, agendas and identify and resolve conflicts in schedule/commitments.

· Plan and coordinate special events for executives e.g., conference attendance and coordinate travel, accommodations, event registration and other arrangements for the executives’ attending conferences and off-site events.

· Become familiar with our clients’ business operations in order to communicate with various internal departments and to liaise with external parties in administrative matters on behalf of the executive.

· Proactive in the coordination of speeches, presentations, materials, equipment and premiums as required for special events.

· Administer, track and prepare travel and expense reports and ensure that any external community involvement is coordinated and managed.

· Assist in various personal matters where it adds value to the Executive’s credit union role, including preparation of expense, MasterCard and EFPP submissions.

· Provide backup assistance to other Executive Assistants when required as a member of the team, continually exhibiting a team approach, pitching in to assist when deadlines for other Assistants are pressing.

· Ensure effective, timely communication within the EA team to ensure information relevant to the Executive Leadership Team and Executive Department is disseminated as appropriate.

· Provide support to divisional Vice Presidents where agreed to in coordination and scheduling of meetings, conference calls, presentations and EFPP expense reports.

· Attend functional Chief meetings as requested to record action items and ensure appropriate follow up occurs.

KNOWLEDGE, EXPERIENCE AND SKILLS:

· A minimum of 5 - 7 years’ experience as a professional executive assistant or senior administrative assistant, having supported senior level executives, in a medium/large corporate environment or similar related experience.

· Completion of relevant post-secondary studies.

· Advanced ability in the use of Outlook, Word, Excel, PowerPoint, and other office automation software applications.

· Proven superior organizational and time-management skills.

· Highly professional demeanor, poise, confidence, maturity, and exceptional interpersonal relationship skills with the ability to communicate effectively with Chief Executives, Directors and external contacts.

· Effective in multi-tasking in a high-pressure environment, with the foresight to plan ahead, anticipate changes, evaluate, interpret, use sound judgment and respond in a proactive manner.

· Possess the ability to think strategically and to take initiative to maintain the executive’s office at a superior level of efficiency and competency.

· Able to work independently with minimal supervision and with ambiguity, within a team environment.

· Demonstrate professional written and verbal communication skills. Demonstrated ability to maintain confidentiality and deal with highly sensitive materials and situations. The incumbent will have access to confidential and sensitive information concerning the business of our clients and the operation of the Board of Directors and will be required to liaise with senior management, the Board of Directors, community business leaders, other external officials and members. This will require the ability to exercise excellent judgment and to act at all times with discretion, tact and diplomacy, while maintaining confidentiality.

· Able to adapt and respond to a changing environment using creativity and innovation; takes ownership for own performance and development.

· Acts in a proactive manner, not waiting to take necessary action or to be asked to assist others.

· Challenges the status quo and generally accepted practices of the office of the Executive or CEO.

· Knowledge of clients business objectives, key products, brand promise, key public and private business associates, Executives and CEO.

· Team player and solution/service oriented with a “can-do” attitude.

· Conscientious, flexible, adaptable, resourceful, committed, trustworthy, loyal, insightful, calm, and assertive.

· Demonstrates leadership, discipline, and professionalism with internal and external clients; role model in service excellence. Ability to be part of a team that is equally committed to offering high standards of service.

· Demonstrates personal Leadership attributes, including strong interpersonal and service skills, organizational ability, tactical problem solving, business analysis, acquiring new skills and knowledge. Ability to quickly prioritize and resolve critical issues as they arise.

· Will take responsibility for self-development and continuous learning to achieve required knowledge for the job, demonstrating a willingness and eagerness to continue to grow personally and professionally.

· Applies company Vision, Mission and Values to promote the Credit Union and demonstrates alignment with the goals of the organization.

Job Type: Full-time
Contract length: 3 months

Salary: From $40.00 per hour

Schedule:

• Monday to Friday

Work Location: In person

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