Shared Services, Administrative Support

Bow Valley Credit Union•Stoney 142B, AB

1d•Onsite

About The Position

The Shared Services, Administrative Support role provides centralized administrative and operational support across multiple credit union branches and departments, ensuring efficient delivery of back-office functions, procurement, facilities coordination, and recruiting and onboarding support. This role is one of two complementary administrative positions within the shared service team that are a key resource for management and staff, maintaining operational consistency and supporting day-to-day business needs with a high degree of professionalism and discretion.

Requirements

2-3 years of experience in an administrative, executive assistant, or office management role
Demonstrated experience supporting senior leadership or a Board/Committee, including preparation of agendas, packages, and minutes
Prior experience in procurement, vendor coordination, or facilities administration
Hands-on experience with social media management and email marketing platforms
Experience managing competing priorities across multiple departments or locations is strongly preferred
Must be bondable; satisfactory criminal and credit checks required
Legal authorization to work in Canada on a full-time basis
Organizational Excellence: ability to manage multiple priorities, deadlines, and stakeholders simultaneously without losing accuracy or professionalism
Written Communication: exceptional writing, proofreading, and editing skills; able to produce polished documents, minutes, and correspondence with minimal direction
Discretion & Confidentiality: sound judgment when handling sensitive governance, financial, and personnel information
Tech Proficiency: comfortable with Microsoft Office Suite, email marketing platforms (e.g., Mailchimp), social media management tools, and basic analytics platforms
Interpersonal Skills: professional and service-oriented; able to work effectively with executives, board members, vendors, and frontline staff
Attention to Detail: meticulous in document preparation, records management, and filing; able to process invoices, reconcile accounts, and maintain basic budget tracking with accuracy
Adaptability: comfortable shifting between administrative, communications, and governance tasks in a dynamic, multi-branch environment
Service-oriented mindset with a collaborative, problem-solving approach
Adaptable and comfortable working independently with minimal supervision
Reliable team player with capacity for cross-training and coverage responsibilities

Nice To Haves

experience in a financial institution or regulated environment is an asset
Post-secondary education in business administration, office administration, communications, or a related field is preferred

Responsibilities

Post and manage job listings across multiple platforms including LinkedIn, Indeed, and internal career portals
Screen resumes and conduct initial phone screens to assess candidate qualifications
Coordinate interview scheduling between candidates and hiring managers
Maintain and update the applicant tracking system (ATS) with accurate candidate records
Send offer letters, employment agreements, rejection notices, and other candidate communications in a timely manner as directed
Facilitate the bonding process for new employees
Support onboarding logistics including new hire paperwork, and orientation scheduling
Maintain confidential files and records in compliance with company policy and applicable laws
Assist with reporting and data entry in the HRIS system
Process semi-monthly payroll accurately and in accordance with deadlines
Enter and update employee data including tax forms, direct deposit, and pay rate changes
Respond to employee payroll inquiries and escalate discrepancies to Finance as needed
Assist with year-end payroll tasks including T4 distribution and reconciliation support
Serve as a first point of contact for benefits-related questions regarding health, dental, vision, and RRSP plans
Coordinate with benefits vendors and brokers to resolve employee issues
Maintain accurate benefits records and ensure compliance with eligibility requirements
Support leave of absence administration including, Short-and-Long Term Disability, bereavement, and any other company-approved leave programs
Coordinate and source branded merchandise and promotional items
Process purchase orders and requisitions for office supplies, equipment, and services
Maintain relationships with approved vendors and research new suppliers as needed
Track procurement spending and maintain budget records for administrative expenses
Maintain signing authority documentation and ensure procurement practices align with approval authorities and organizational policy
Track and manage renewal dates for service contracts, leases, and business insurance policies
Coordinate equipment maintenance, repairs, and service contracts
Liaise with service providers for facility matters
Manage supply storage areas and ensure adequate stock levels
Handle inbound and outbound mail, courier accounts, registered mail, and Canada Post coordination
Coordinate internal communications and distribute information across branch locations
Printing and distribution of marketing materials
Assist with drafting and distributing member newsletters, marketing emails, and service updates (e.g., Mailchimp) as requested
Maintain and segment email lists for targeted communications
Maintain and update external website
Co-ordinate Scholarship Program
Assist with planning and execution of internal events, staff meetings, and training sessions
Coordinate logistics, as requested for special projects including timelines, resources, and communication
Maintain project documentation and track deliverables against workplans
Participate in a positive, collaborative work environment that encourages pride, teamwork, and mutual respect
Executes core responsibilities within assigned line while cross-training and providing backup support across Shared Services functions to meet team and organizational needs.
Participate in training and development programs provided by internal and external resources
Perform other duties in keeping with the purpose and accountabilities of the job
Demonstrate role model behavior by encouraging the desired corporate culture, including being active in continuous learning and development
Ensure all policies and procedures, including privacy, AML, compliance, and OH&S are adhered to in daily activities to meet safety, legal, and privacy requirements
Consider health & safety as a primary concern to ensure the overall well-being of self and others