Admin & HR | Executive Assistant - FT

We are currently seeking an Executive Assistant to join our team, supporting the Island Savings President and Leadership team. 

The Executive Assistant provides a high level of confidential administrative support to one or more members of the First West Leadership team.  The Executive Assistant manages the executive’s schedules and travel arrangements, facilitates smooth communications between the executive and coworkers or external parties, and maintains the security of the executive’s records/files. This role uses independent judgement and discretion including monitoring and approving standard expenditures to ensure the activities of the office are conducted within established budgets.

Here’s what would be included as a part of your typical day

1. Secretarial and Administrative Support: Organizes and manages all the correspondence on executive’s behalf, reviews correspondence (emails, letters, agendas etc.) determines significance and routes to appropriate party in a timely and efficient manner.  Prepares draft communication/presentations etc., maintains records and files as required; ensures effective and efficient completion of work. Gathers, compiles, verifies and analyzes information for the executive’s use in things such as letters, reports, presentations etc.
2. Time Management and Meetings: Manages executive and/or other assigned leaders’ calendars and/or emails; manages own time; schedules and coordinates meetings, travel arrangements etc. Prepares agendas and other materials for meetings; attends meetings and acts as recording secretary and ensures accurate minutes are compiled and distributed within established timeframes. Manages action item lists from meetings. Assists with the coordination and planning of corporate events, planning sessions or meetings, as required.
3. Service Delivery:  Screens and responds to phone, e-mail and other communication channels of the executive.  Follows-up and resolves issues and/or enquiries where possible and keeps executive apprised of outstanding items that require attention. Interacts with members when appropriate, documents complaints and develops a suggested course of action. 
4. Project Support: Provides support and assistance to ensure successful completion of department projects, including: scheduling and coordinating meetings, compiling and distributing communications, creating/editing reports or presentations; attends project team meetings and act as recording secretary. Leads assigned department projects from inception to completion

Required Skills, Experience & Qualifications

• Certificate (1 year or less) required
• College, Trade or Tech School Diploma (2 years) preferred
• 3 years experience in a senior administrative support role required
• Experience in the financial services industry preferred
• Demonstrated strong communications skills with the ability to communicate verbally and in writing with a wide variety of people
• Prove ability to organize and manage workload effectively
• Sound judgement and decision-making skills
• Expert in Microsoft office applications
• Proven understanding of technical and business vocabulary
• Displays an understanding of risk and risk ownership by being able to demonstrate adherence to policies and procedures.

About Us

What’s in it for you:

First, we strive to make our team members feel genuinely rewarded. You’ll have: 

• Mental health coverage and resources 
• Customizable health benefits, as well as topped-up parental leave 
• Performance-based compensation, employee banking advantages and group RRSP matching 
• Vacation time and flexible work arrangements to support your lifestyle 

We are committed to providing a fair, equitable, and competitive rewards package that reflects the value an individual brings to our organization. The compensation mentioned in this job posting should serve as a guide. The total cash compensation earned may vary based on a variety of factors including bonuses and/or incentives, an individual’s skills and experience, and may correlate with performance in the role.

We also provide and encourage opportunities for our employees to make a meaningful impact. After all, as a credit union we’re powered by giving back—in big ways and through small gestures. That's why we offer employees paid time off to volunteer, partner with thousands of local charities, build long-lasting relationships that help our members get ahead and commit to environmental, social and governance (ESG) practices. 

By joining our team, you’ll be able to elevate your potential. Wherever your own purpose leads, we’re here to support you with award-winning in-house training programs, access to LinkedIn Learning, and reimbursement for external courses to help you get ahead.

Take the next step in your career as part of our team. Apply for this opportunity! 

 Candidates, please note: if you are being considered for this role, you will be required to complete a background check, such as employment verification, credit check and criminal record check.