This position is accountable for providing complex and confidential administrative support to the office of the President and Chief Executive Officer, the Board of Directors, the Executive Leadership Team, President's Advisory Council and Community Councils. In addition, this position is accountable for overseeing, coordinating, administering and maintaining schedules, calendar of appointments, meetings, events and travel arrangements. This role establishes a priority of workflow in handling a variety of tasks that require initiative and judgment while maintaining complete confidentiality. Tactful and effective communication is essential to skillfully relate with the President and CEO, Executive Leadership Team, the Board of Directors, Credit Union Central Alberta, CUDGC, all levels of government, credit union partners, staff members, members, general public, vendors and other credit union system management.

This position is intended to serve as a line of succession to the roles of Senior Executive Assistant – President & CEO and/or Senior Executive Assistant to Board of Directors.

Key Responsibilities:

Administrative Support for President & CEO/VP Strategy and Governance and the Board of Directors

• Provide a broad range of confidential administrative support services for the office of the President and Chief Executive Officer, the Board of Directors, the Executive Leadership team, President's Advisory Council and Community Councils under the direction of the Vice President Strategy and Governance
• Assist Senior Executive Assistants on a daily basis, activities include overseeing, coordinating, administering and maintaining schedules, calendar of appointments, meetings, events and travel itineraries
• Assist Senior Executive Assistants in preparing meeting agendas, compiling, posting and printing meeting packages, and follow-up with any designated Action Item
• Assist Senior Executive Assistants in handling of daily correspondence – opening mail, rerouting as required, flagging items requiring immediate attention and maintaining effective follow-up system
• Attend the Board’s Enterprise Risk Management Committee meeting in accordance to the Board’s Governance and associated policies; prepare agenda items, distribute the meeting package, and follow up on action items
• Manage and Track all aspects of Board Training including registration, travel arrangements and tracking of costs & courses attended. Follow up with BOD's once they have attended conference or training to ensure they complete their feedback/report back to the Chair of the Board. Manage registration and travel arrangements for major conferences and educational opportunities
• Manage all briefing & debrief meetings for the Alberta Central Board Meetings. Coordinate meetings for attendees. Attend both meetings to record minutes. Bring forward action items as necessary. RSVP to events the President and Chief Executive Officer and members of the Board of Directors are invited to
• Maintain an accurate filing system and business card file (electronic)
• Complete the Chief Executive Officer’s expense claim on a monthly basis
• Complete the Board of Directors remuneration on a monthly basis
• Verify information and receipts are provided for all direct reports’ expense claims
• Maintain confidentiality on all matters and exercise discretion and sound judgment at all times

Vice President Strategy and Governance

• Provide Executive support to VP Strategy & Governance
• Calendar Management & travel arrangement coordination
• Draft Board/Committee Meeting Package materials for review by VP Strategy & Governance prior to inclusion
• Prepare expense claims for review and approval prior to submitting to Accounts Payable
• Manage Day File, Mail, & Signature Folders
• Manage coordination of Strategy department meetings as required

Administrative Support for Executive Leadership Team (ELT)

• Coordinate ELT/Board attendance at various events throughout the year
• Manage the shared ELT/Board of Directors Calendar of Events

Administrative Support for President’s Advisory Council

• Attend monthly PAC conference calls and quarterly face-to-face meetings to record and transcribe minutes. Follow-up with any designated action items
• Assist council in setting dates for monthly teleconferences and quarterly face-to-face meetings
• Process all PAC expense claims
• Receive and post all PAC applications

Administrative Support for Community Councils

• Compile list of quarterly meeting dates to be shared with Board of Directors, Strategy Department, and Community Council Administration Team
• Coordinate logistics for quarterly Branch Manager teleconferences
• Distribute meeting packages to Board of Directors and Community Council Administration Team members who will be in attendance (e.g., Board of Directors, Strategy Department, and Community Council Administration Team)
• Compile minutes of the quarterly Community Council meetings and share with Community Council Administration Team
• Update Director Attendance Summary to be shared with the Board annually
• Manage recruitment and retirement process for new Community Council members (ie Order nametags and vests for new Councilors; order gifts for retiring Councilors
• Maintain the Community Council Program Master Contact list on SharePoint site
• Respond to Community Council Branch Manager/Policy & Research Specialist requests within 2 days of request
• Distribute news releases to Community Council Branch Managers

Experience:

• A minimum of five years Senior Assistant experience is required for this position. In addition, 3 – 5 years of credit union experience would be an asset.
• Working knowledge of the functionality and role of the Board of Directors is required.
• Knowledge of Word, Excel, Outlook, PowerPoint, OneNote, and Adobe Acrobat.
• Excellent communication, written and interpersonal skills.
• Strong organizational and effective time management skills.
• Ability to proactively identify, analyze and generate solutions to problems based on established procedures and/or past experience.
• Working knowledge of the Credit Union system.

Education and Training:

Completion of a post-secondary program in office administration and/or business.

Why Servus Credit Union? We live our values in how we do business and how we treat our employees. Servus Credit Union is one of Canada’s 50 Best Managed Companies. Servus is committed to being socially responsible and living the co-operative values. Through our operations, we strive to make a positive impact on our economy, the environment and society. We know that our employees are our most valuable assets so we offer ongoing growth and career advancement and we reward employees for their hard work and achievements.