Executive Assistant

May 15 2019
Industries Bank, Insurance, Financial services
Categories Bank, Insurance, Financial Services, Administrative assistant, Executive Assistant
Surrey, BC

At more than $4.2 billion in assets under management, Westminster Savings is one of Canada’s largest credit unions. Through our 420 employees, our focus is serving our more than 67,000 members across each of our four lines of business – Consumer Banking, Commercial Banking, Wealth Management and Auto/Equipment Leasing. We enrich our customers’ lives by looking beyond accounts, rates, products and services to ensure we continuously deliver real and tangible value to them.

We are very proud of the culture we’ve created – one that reflects our desire to work collaboratively with our employees, invest in potential and celebrate our wins, both big and small. There is a shared sense of pride at Westminster Savings in the work we do every day and an unwavering commitment to our employees’ continued success. Join a team that is as committed to your career as you are.

Executive Assistant (Full-time)

This is an outstanding opportunity for an experienced and dynamic Executive Assistant to join the Westminster Savings team at a time of excitement and growth for the organization. The Executive Assistant is responsible for providing professional, confidential and efficient administrative and secretarial support to three members of the Senior Executive team at the Corporate Centre; namely, the Chief Executive Officer, the SVP Finance & Corporate Secretary and the SVP HR and Chief Human Resources Officer.

This high profile position provides all facets of executive administration, including: calendar management, organizing meetings, co-ordinating travel and accommodations and preparing documentation and presentations. Additional responsibilities include, but are not limited to, providing support in the area of corporate governance, which will involve some board committee support.

Key Accountabilities

Executive Support

  • Schedules, books appointments/meetings, and arranges travel accommodations (with support from a corporate travel agency).
  • Assist with Corporate events and event planning.
  • Prepares documentation for meetings and completes room set-up.
  • Coordinates, composes, compile, edits, formats and proofreads letters, memos, forms, schedules, reports, including Board, Committee reports.
  • Anticipates support required for meetings and events.
  • Routes mail and responds to routine requests within guidelines.
  • Receives and screens telephone calls and visitors, taking appropriate action using initiative and judgement
  • Prepares and supports expense reports and invoice management.
  • Maintains general filing.

Corporate Governance – Subsidiary Boards and Board and Management Committees

  • Supports Corporate Secretary in preparation of agendas for meetings; monitors pending business; prepares meeting packages; attends meetings and records proceeding; prepares and distributes minutes of meetings, as necessary.
  • Coordinates, prepares, compiles and edits reports, as required.
  • Ensures meeting materials are distributed to participants within required timeframes, as required.
  • Provides event planning services including meeting packages, catering, travel arrangements, meeting facilities and accommodations, as necessary

General Office Administrative Support

  • Provides general office assistance to the Corporate Centre, including but not limited to phone calls, answering the door, accepting couriers and sorting and delivering mail
  • Provides filing and photocopy support as required
  • Serves as back up for other Executive Assistants if required
  • Assists with event/meeting planning and implementation.

About You

The ideal candidate will have at least 5 years’ general corporate administration experience with demonstrable proficiency in the delivery of timely and effective administrative support. Experience as an Executive Assistant to senior C-Suite-level executives is a definite asset, as is experience in executive/senior management office administration. Or the equivalent combination of education and experience.

Specific skills and abilities:

  • Ability to anticipate Senior Executives’ needs as well as operate independently and handle majority of responsibilities with limited supervision.
  • Ability to proactively provide superior service by anticipating needs of the client group.
  • Ability to deal with all levels in a courteous and efficient manner, use sound judgement and exercise diplomacy and discretion on confidential matters.
  • Excellent interpersonal and communication skills with the ability to interact both verbally and in writing with a diverse group of people.
  • Excellent customer service, problem-solving, organizational and time management skills and ability to work under pressure and meet deadlines.
  • Intermediate to advanced skill level with MS Programs (Outlook, Word, Excel, PowerPoint).

This position is full-time, Monday to Friday.

What we can offer you:

  • An employer that values you and recognizes the power you have to create success for yourself while making a difference in the financial well-being of others.
  • A financially-stable and growing team that believes in providing world class service in our local setting.
  • An employee focused culture that provides extensive learning and career development opportunities.
  • A competitive total rewards package including a defined contribution pension plan.

Please apply now!

Apply now!

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