Executive Assistant, Administration Office

Position Name

Executive Assistant

Position Description

Are you an experienced Executive Assistant ready to take on the most senior-level administrative role within SASCU?

Or, perhaps, you’re an accomplished Administrative Assistant interested in continuing to grow professionally and taking the next step in your career within a supportive environment?

Above all, you demonstrate a high level of confidence, professionalism and initiative, and welcome the opportunity to join a dynamic employer and work alongside an energetic group of similarly community-minded colleagues.

Create your future at SASCU. We invite you to be part of a team where you can feel good about the work you do and the positive impact it has on the communities we serve. We believe in fostering a work environment that is the perfect blend of friendliness, support and professionalism, not to mention, fun! Add in competitive salary and benefit packages, along with perks such as an employee incentive plan, reduced banking fees and spectacular natural scenery, and you’ll see why SASCU is an award-winning employer.

As Executive Assistant in our Administration Office, you’ll provide prompt, professional administrative support services directly to the Chief Executive Officer, the Board of Directors and its Committees, the Executive Leadership Team and the Administration department overall. Known for your proactive approach as much as your office administration and problem-solving abilities, you’ll act as a Recording Secretary for the Board, prepare a variety of correspondence and reports, and coordinate Board and Committee meetings.

This is an exciting opportunity for a take-charge individual like you to ensure effective day-to-day office operations, work independently on projects – from conception to completion, often under time constraints, and capably handle a wide range of activities and confidential matters with discretion and aplomb.

As part of your varied duties as Executive Assistant, you will:

  • Prepare letters, contracts and other documents for the CEO’s signature;
  • Book appointments and coordinate the CEO’s schedule;
  • Maintain meeting calendars, assist with developing agendas, and provide follow-up on action items;
  • Prepare Board packages, agendas, notices and meeting-related correspondence; 
  • Maintain and update Board Policy Manuals and the Board web portal, as directed;
  • Facilitate the on-boarding of new Directors, including training on the web portal, coordinate new/retiring Director set-up with HR and ensure the banking system reflects appropriate account status;
  • Calculate remuneration for Board/Committee meetings and conferences, and coordinate year-end Payroll processing;
  • Coordinate logistics for the Annual Board and Management Planning session;
  • Undertake governance activities relating to annual Board elections – from coordination of returning officers, to collection and delivery of materials;
  • Provide governance and logistical support for the Annual General Meeting;
  • Answer the Administration general phone line, respond to general queries and transfer calls as appropriate;
  • Greet and assist visitors, and provide temporary building access cards;
  • Process Downtown Salmon Arm branch mail;
  • Coordinate office couriers and maintain supplies;
  • Provide coordination support for meetings, such as scheduling, catering, etc.;
  • Maintain the front office, boardroom, meeting room and photocopy room.

Qualifications Required

The ideal candidate will possess the following skills and experience:

  • A Business diploma or certificate.
  • No fewer than 4 to 6 years’ related experience at an executive assistant level.
  • Demonstrated ability to maintain discretion and strict confidentiality.
  • Knowledge of “Robert’s Rules of Order” for application to agenda setting and minute taking, to ensure minutes of all meetings, including motions, are recorded accurately and approved for circulation.
  • Advanced skills in office software, including MS Word, Excel, PowerPoint, Outlook and other software that is specific to the role.

Additional competencies:

  • Excellent verbal and written communication skills.
  • Advanced organizational, time management and minute-taking abilities.
  • Commitment to continuous learning.
  • A community-oriented mindset.
  • Ability to act according to SASCU’s Values, Service Standards, and Leadership Competencies.
While this full-time position involves working primarily Monday-to-Friday business hours, you must be prepared to attend Board meetings one Tuesday evening per month.

Job Reference Number

HR2019.029

Closing Date

July 26, 2019

Job Location

Administration Office, Salmon Arm

How to Apply

To apply, please mail or email a résumé to us by  Friday, July 26, 2019 at:

SASCU Financial Group
Human Resources
PO Box 868, 370 Lakeshore Drive NE
Salmon Arm, BC V1E 4N9
hr@sascu.com