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Executive Assistant

Contract Type: 

Posting Date:    February 2, 2018
Closing Date:    until filled
Web Site:    www.central1.com

Company Description

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.
Job Description

Provides administrative support to the Senior Vice-President, Human Resources; this involves managing the smooth and efficient operation of the office of the SVP, Human Resources; researching information from multiple sources and creating letters, memos, presentations and reports; coordinating submissions from the department for the CEO, Board Committees, Board and external stakeholders; organizing HR Committee, Pension Sub-Committee and other formal meetings and taking minutes; preparing the preliminary departmental budget; and providing executive level administrative services. As well, the incumbent will be responsible for managing many Human Resources related projects and programs.

Manages the smooth and efficient operation of the office of the SVP by establishing administrative systems and processes that ensure effective and efficient organization of the work

Coordinates, monitors and maintains communications and information flow within the department, with other executive and staff within Central 1, with Board committee members, and with executive management within the credit union system

Works closely with the SVP, Human Resources in assessing current and emerging issues and priorities and provides feedback and recommendations regarding the management of high profile, urgent or sensitive matters

Facilitates the delegation of issues and projects to department senior managers and other Central 1 staff, ensuring commitments are met and urgent/critical situations are dealt with

Manages the SVP, Human Resources’ correspondence. Researches and creates letters, memos and presentation materials for the SVP’s review.

Researches information from multiple sources regarding a variety of issues as requested by the SVP, Human Resources; analyzes findings and prepares summaries, briefing notes, discussion papers, reports and presentations

Organizes and coordinates submissions from the Human Resources department for the CEO, Committees of the Board, the Board and external stakeholders. Ensures resulting action items are completed

Schedules Board Committee and other formal, externally focused meetings; prepares and coordinates agendas; researches, prepares and distributes reports and meeting materials; and makes arrangements for meeting rooms, catering, equipment and travel as required. Attends meetings and takes, transcribes and distributes minutes. Composes correspondence, prepares documents and assembles Board of Director reports resulting from the meetings and follows up on action items to ensure completion within appropriate timeline

Plans and organizes conferences, workshops and forums and coordinates all administrative aspects of events, including invitations, registration, room bookings, catering and travel arrangements, promotion, and preparation and distribution of meeting materials

Answers the SVP, Human Resources phone and responds to email enquiries when the SVP, Human Resources is unavailable; obtains and exchanges information on behalf of the SVP, Human Resources

Maintains the SVP, Human Resources’ calendar, coordinates schedules, books appointments and makes travel arrangements

Establishes and maintains filing, bring forward and follow-up systems for the SVP, Human Resources’ office, including items of a confidential and sensitive nature. Ensures departmental filing systems are maintained and coordinates archiving and off-site storage as necessary

Consolidates and prepares preliminary departmental budget; monitors revenues and expenses to ensure on target, analyzes monthly variances, resolves discrepancies with the Finance department and advises the SVP, Human Resources of any concerns. Assigns expenses to cost centres and authorizes payment of invoices within approved spending limits. Prepares and processes expense claims, invoices, purchase orders and other financial items and maintains related records. Solicits quotes for required materials and printing, and coordinates procurement and delivery with external service providers and vendors

Coordinates the preparation, processing, organization and filing of contracts for the department

Ensures departmental computers and other office equipment are working effectively; troubleshoots issues and provides routine user support, working in conjunction with IT and equipment service providers as necessary; coordinates space planning, office moves and installation of new equipment and software

Responsible for department attendance through DayForce. Maintains records, statistics and other relevant information and prepares various reports relating to the operations of the department

Fosters productive working relationships internally within Central 1 and with a broad variety of external stakeholders to exchange information and to support the SVP, Human Resources in accomplishing departmental objectives

Participates on committees or work groups in addressing a variety of issues of relevance to the administrative aspects of departmental operations

•A diploma in business administration or related discipline, or an equivalent combination of education and experience. A minimum of 5 years related experience working with executive level management in a large scale administrative and business environment.
•Considerable knowledge of the principles, practices and processes involved in providing administrative support services to an executive.
•Highly developed analytical, research, problem solving, organizational and time management skills. Ability to establish priorities, schedule work and meet deadlines using independence, initiative and good judgment.
•Thinking proactively in managing multiple activities, issues and projects through communication and facilitation with senior members of the department, other executives and external stakeholders.
•Ability to facilitate the resolution of a variety of multi-dimensional and contentious situations with diplomacy, confidentiality, tact and good judgment.
•Ability to conduct research, prepare meeting materials and reports, and take minutes of a moderately complex and sometimes technical nature.
•Excellent oral and written communication, customer service and interpersonal skills.
•Advanced knowledge and expertise in the use of computers and relevant software, including word processing, spreadsheet, database and presentation programs.
•Some understanding of accounting and the budgeting process.
•Proficiency in English grammar, spelling and punctuation.
Additional Information

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 and ample vacation time.

Central 1 is committed to diversity and inclusion. If you have a request for a disability-related accommodation, we will work with you to meet your needs.

Reporting to: SVP, Human Resources

Grade: D

Date Posted: February 2, 2018

Internal Applicants must apply by: February 9, 2018

*Unsolicited resumes from vendors will not be accepted for this or any position at Central 1*
**If you have issues or questions about the application process, please
email humanresources @central1.com with a description of your problem**

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Employer Company: 
Central 1 Credit Union

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