Executive Assistant (Temporary 12 months)

Beem Credit Union•Burnaby, BC

2d•Hybrid

About The Position

The Executive Assistant (EA) provides support to Executives and Senior Leadership by streamlining operations and enhancing Executive preparedness through administrative and coordination of tasks. Serving as a key partner to the Executive, the EA plays a crucial role in facilitating communication across Beem and with various key stakeholders, maintaining positive relationships and driving collaboration. This role is an 12-month term position, to cover a maternity leave. This role is open to a hybrid work arrangement in the Lower Mainland or Kelowna region of British Columbia.

Requirements

Certificate in office administration or equivalent.
5+ years in administrative roles, supporting senior leadership teams.
Expert knowledge of the Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
Strong verbal and written communication skills.
Highly professional and adaptable with proven judgment, integrity, and discretion.
Demonstrated initiative and organizational skills.
Proven ability to resolve scheduling conflicts and logistical issues efficiently.
Experience operating in a highly confidential environment.
Experience in managing projects and coordinating with multiple stakeholders.
Experience in taking minutes for management and/or board meetings.
Ability to anticipate and proactively act upon the administrative needs of the Executives.
Experience managing multiple priorities and meeting deadlines in a busy environment.

Responsibilities

Manage the calendars, ensuring appointments are scheduled and communicated effectively.
Support meeting preparation by providing necessary details and materials in advance.
Support Senior Leadership team with project initiatives and meeting coordination.
Partner with Executives on various community projects, activities and initiatives.
Assist other Executive Support team members with meeting preparation and support as needed.
Provide backup for meeting setup, minute taking, and follow-up during absences of other executive assistants.
Build and maintain positive working relationships with all departments and branches.
Arrange travel and accommodation as required.
Provide confidential support for administrative tasks such as maintaining files, preparing expense claims, and photocopying.
Draft and prepare letters, emails, and responses to inquiries.
Prepare reports for various stakeholders as directed by Executives and Senior Leadership.
Conduct research and compile information for reports and presentations.
Respond to routine correspondence and verbal inquiries on behalf of the Executives.
Prepare confidential correspondence from notes or verbal instructions.
Maintain office supplies and handle equipment issues as needed.
Occasionally, assist with personal tasks such as making restaurant reservations or lunch arrangements.
Organize and manage details of meetings and appointments, including invitations, room bookings, catering, and agenda preparation.
Liaise with relevant staff to address business arising from meetings and assist in determining the appropriate course of action.
Assist in coordinating with various departments and ensuring timely execution of decisions.
Collaborate with cross-functional teams to ensure consistency and alignment with business objectives.
Maintain strong relationships with external partners, agencies, and vendors.