Executive Assistant, Central 1 Credit Union

Job details

Location:	Vancouver, British Columbia
Posting Date:	February 21, 2014
Closing Date:	until filled
Web Site:	www.central1.com
Employment Type:	Full-time / Temporary

When you’re passionate about what you do and where you work, the rest comes easy. That’s the culture at Central 1 Credit Union, and that’s precisely what we’re looking for from you. Supporting nearly 150 member credit unions across British Columbia and Ontario, we’re the backbone of the credit union system in both provinces – taking care of everything from online services and product development, to payment processing, trade association services and more.
Our team of over 600 employees represent some of the most innovative, passionate individuals you’ll ever meet; people who honestly care about the organization, its members and each other. In other words, people who love what they do.

Position overview

Central 1 Credit Union has an exciting employment opportunity for an Executive Assistant to join our Trade Services department. The Executive Assistant provides secretarial and administrative support services to the Senior Vice-President, Trade Services (SVP). The position may supervise the work of an Administrative Assistant.

You’ll be primarily accountable for:

• Managing the smooth and efficient operation of the office of the Senior VP by establishing and maintain administrative systems
• Coordinating, monitoring and maintaining communications and information flow
• Working closely with the Senior VP, assessing current and emerging issues and priorities, and providing feedback
• Facilitating the delegation of issues and projects to department senior managers and other Central 1 staff
• Managing the Senior VP’s correspondence
• Researching and creating letters, memos and presentation materials for the Senior VP’s review and composing routine correspondence for own signature
• Researching, analyzing, and reporting on information from multiple sources regarding a variety of issues
• Organizing and coordinating submissions from the department for the CEO, Committees of the Board, the Board and external stakeholders, and ensures resulting action items are completed
• Scheduling, coordinating, and recording Board Committee and other formal, externally focused meetings
• Planning and organizing conferences, workshops and forums and coordinating all administrative aspects of these events
• Answering the Senior VP’s phone and responding to email enquiries when the Senior VP is unavailable
• Maintaining the Senior VP’s calendar, coordinating schedules, booking appointments and making travel arrangements
• Establishing and maintaining filing, bring forward and follow-up systems for the Senior VP’s office
• Consolidating and preparing preliminary departmental budget and monitoring revenues and expenses to ensure on target
• Analyzing monthly variances, resolving discrepancies with the Controller’s department, and advising Senior VP of any concerns
• Assigning expenses to cost centres and authorizing payment of invoices within approved spending limits
• Preparing and processing expense claims, invoices, purchase orders and other financial items
• Soliciting quotes for required materials and printing, and coordinating procurement and delivery with external service providers and vendors
• Coordinating the preparation, processing, organization and filing of contracts for the department
• Ensuring departmental computers and office equipment are working effectively  in conjunction with IT and service providers
• Maintaining attendance records, statistics and other relevant information and preparing various reports
• Fostering productive working relationships internally within Central 1 and with a broad variety of external stakeholders
• Participating on committees or work groups to address a variety of administrative issues

Your qualifications include

As the successful candidate you have a community college diploma in business administration or related discipline, or an equivalent combination of education and experience. You have a minimum 5 years related experience working with executive level management in a large scale administrative and business environment.
You possess a considerable knowledge of the principles, practices and processes involved in providing secretarial and administrative support services for an executive. You have highly developed analytical, research, problem solving, organizational, and time management skills. You have the ability to establish priorities, schedule work and meet deadlines using independence, initiative and good judgment. You are able to anticipate the needs of the executive, and manage multiple activities, issues and projects through communication and facilitation with senior members of the department, other executives and external stakeholders. You have the ability to facilitate the resolution of a variety of multi-dimensional and contentious situations with diplomacy, confidentiality, tact and good judgment. You are able to conduct research, prepare meeting materials and reports, and take minutes of a moderately complex and sometimes technical nature. You possess excellent oral and written communication, customer service and interpersonal skills.  Your knowledge and expertise in the use of computers and relevant software, including word processing, spreadsheet, database and presentation programs is advanced and you possess some understanding of accounting and the budgeting process.  You possess a proficiency in English grammar, spelling and punctuation.
As much as we believe in working hard, we also believe in personal growth and taking time for ourselves. Accordingly, our total rewards philosophy amounts to one of the best compensation and benefits packages in the industry – from performance-based incentives and extended benefits, to training and education reimbursements, ample vacation time and staff mortgage discounts.
We would like to take this opportunity to thank all applicants in advance; however, only those short-listed will be contacted.
Central 1 Credit Union is committed to providing accommodations. If you require an accommodation, we will work with you to meet your needs.