Executive Assistant

ELIGIBLE FOR REFERRAL : CRITICAL

Reports To: Chief Executive Officer and Board

Every employee must honour the vision, mission and values of Northern Savings Credit Union.

Primary Purpose

Under the direction of the Chief Executive Officer (CEO), the Executive Assistant (EA) provides a wide variety of administrative and governance support to the Board of Directors (BOD), CEO, and at times members of the Senior Leadership Team (SLT). The Executive Assistant provides regulatory and administrative support in the area of corporate governance, supporting the Board of Directors, Board Committees, Board Chair and Committee Chairs. This position must conduct themselves in a professional manner. The person must have a solid understanding of the functioning of the governance level while contributing to the provision of exemplary member service and engagement of employees. This position can also be appointed by the Board as the Executive Assistant for the Credit Union.

Key Accountabilities

Support for Board and Board Committees:

• Acts as primary point of contact and source of support for the BOD’s.
• Organizes all aspects of the Board and Committee meetings (including Annual General Meetings) and distributes meeting packages and notices in a timely manner.
• Attends or delegates attendance for Board and Board Committee meetings for the purpose of proper and accurate record keeping.
• Organizes the maintenance and delivery of reports to the Board and Board Committee.
• Provides support on governance matters by facilitating the governance practises as well as providing administrative and logistical support for regular meetings, special meetings, learning sessions, and strategy sessions.
• Ensures the integrity of the governance framework is maintained by ensuring policies are kept current, filed appropriately, and comply with regulatory requirements. Facilitates the annual Director nomination and elections process, and, at the discretion of the Board may act as the Returning Officer for Director Elections.
• Assists in the Director professional development program including orientation of new directors, registration in the CUDA program, and maintaining records for such.
• Facilitates the assignment of member issues and complaints which are referred to the Board and following up as appropriate.
• Tracks Director attendance calculates remuneration for Board/Committee meetings and conferences, and coordinates Payroll processing.
• Conducts governance research as requested by the CEO and/or Board Chair.
• Facilitates the onboarding of New Directors, including training on the Board website portal, coordinates new and retiring Director set up with Human Resources.
• Maintains corporate record keeping, including regulatory records and correspondence, Board and Committee meeting minutes, committee terms of reference, Board governance policies, procedures and related forms, delegation of authority and business plan documents.
• Keeps current and maintains a solid understanding of governance related materials.
• Is knowledgeable of the Board and Committee Terms of Reference, governing policies, applicable Acts, Regulations, and the Credit Union Rules
• Monitors relevant Board regulatory requirements and identifies practices that are not consistent with the requirements.
• Prepares, coordinates, and maintains records of regulatory filings with the British Columbia Financial Services Authority and other requirements of an Executive Assistant
• Assists in the preparation of content for the annual disclosure documents such as the Annual Report, Governance Accountability Report, and Pamphlet to members.
• Assists in the identification of content required for governance information provided on the Credit Union’s website.
• Assists in the submission of Directors’ personal information return with BCFSA.
• Coordinates travel, accommodation, event registration and other arrangements for CEO, Directors and as needed, the SLT.
• Deals with questions from members regarding their share ownership.
• Other duties may be assigned periodically.

CEO Support

• Performs confidential administrative duties for the office of the CEO, including composition and preparation of privilege and sensitive information and correspondence.
• Ensures corporate records are maintained and updated and/or destroyed pursuant to legislation.
• Maintains confidential files and in-cameral minutes. Provides input and support for annual budgeting as it relates to governance items.
• Coordinates special corporate events, including Board of Director meetings, Strategic Planning sessions and Annual General Meeting.
• Attends and acts as recording secretary for meetings and follows-up on actions resulting from meetings minutes.
• Ensures any non-compliance or contraventions related to section A of governing policies and /or Terms of Reference are brought to the attention of the CEO.
• Manages the CEO’s and other calendars and ensures the best use of time, using judgement and discretion.
• Assists with other related duties as required.

Minimum Qualifications:

Education:

• High School diploma is a requirement.
• Completion of post-secondary education is an asset.
• Business administration or secretarial certificate program or equivalent.
• Completion of CCUA Campus and/or CU Training courses related to this position is an asset.

Experience:

• Minimum five years in a senior administrative role.
• Previous legal secretary or assistant experience is an asset.
• Knowledge of credit union system is an asset.
• Extensive experience working with Boards of Directors and Board Committees.
• Knowledge of credit union policies, legislation, and regulations is an asset.

Skills:

• Strong written and verbal business English communications skills required.
• Demonstrated professionalism, discretion and the ability to handle sensitive information with the utmost confidentiality.
• Ability to prioritize, organize work within time constraints, under pressure and competing priorities.
• Highly diplomatic, discreet, and flexible with the ability to adapt and respond quickly in a dynamic environment.
• Detail oriented, flexible and adaptable, responsible and trustworthy, team oriented.
• Working knowledge, skills and experience in Microsoft Office.
• Willing to take and complete continuous learning in governance-related courses/conferences.
• Ability to work flexible hours, including evenings and weekends, and travel as needed.