Executive Assistant

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:

• 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.

• 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.

• 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.

• 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 acts 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.