Executive & Governance Assistant

Assiniboine Credit Union•Winnipeg, MB

1d•Hybrid

About The Position

Reporting to the Manager, Corporate Governance & Executive Support, the Executive & Governance Assistant provides professional, confidential administrative support to the Executive Leadership Team, the Board of Directors, and the Corporate Secretary. This role supports Assiniboine Credit Union/Caisse Assiniboine (ACU)’s commitment to rural and agricultural communities, francophone services, values-based banking and ACU’s triple bottom line accountability to people, planet, and prosperity.

Requirements

Completion of post-secondary education in an administrative or business-related field of study, plus three to five years experience in an administrative capacity. An equivalent combination of education and work experience would be considered.
Ability to maintain a high level of discretion when handling confidential information.
Advanced administrative skills with the ability to support multiple executive leaders with competing priorities.
Advanced Microsoft Office skills with proficiency in Outlook, Teams, Word, Excel, and Power Point.
Excellent communication skills, professional writing skills and fluency to converse easily with all stakeholders, both internal and external.
Attention to detail, processes, and dealing with confidential information.
Ability to set expectations for timelines, manages time effectively, and works independently with minimal supervision.
Ability to accurately record minutes of meetings.

Nice To Haves

Previous experience working in support of Executive and/or Board is preferred.
Experience using or maintaining SharePoint will be considered an asset.

Responsibilities

Provide complex and confidential administrative support to assigned members of the Executive Leadership Team (ELT), the Board of Directors (Board), and Corporate Secretary.
Coordinate all aspects of meeting and/or event logistics for in-person, hybrid, and virtual meetings and events for the Board of Directors, or those hosted by ELT, suggesting and implementing supporting processes and technology to ensure a professional, efficient, and high-quality meeting experience for all participants.
Draft and issue correspondence to internal or external parties on behalf of ELT or Board of Directors as instructed, including responding to, or re-directing, requests for information as appropriate.
Lead the gathering, aggregating, and input of ACU data for reports for or on behalf of ELT members or the Corporate Secretary, serving as a liaison between ELT and internal parties to ensure requirements are understood and deadlines are met.
Ensure timely and accurate compilation and distribution of approved meeting packages and notifications for the Board and its Committees.
Attend meetings of assigned Board Committees, member meetings, and other ACU meetings as requested to record meeting minutes.
Ensure timely and accurate filing of approved meeting minutes and other governance records for the ACU Board of Directors and ACU subsidiaries.
Act as a resource for ELT members and the members of the Board of Directors, providing information and responding to questions as required.
Process director remuneration and expenses and benefit coordination in accordance with established policies and protocols.
Provide overall administrative and logistical support for the execution of other processes for the Board of Directors, ELT, and Corporate Secretary, which includes budget tracking, minute taking, reporting, record keeping, expense processing, event registration, travel arrangements, file digitization, distribution of corporately held event tickets, and signature collection.
Maintain and update reporting templates, spreadsheets, databases, department intranet sites, the Board extranet, and other directories.
Organize and maintain up-to-date filing systems for department records and corporate contracts.
Prepare and file annual returns for ACU and its subsidiaries as instructed.
Maintain professional confidentiality and privacy at all times.
Identify opportunities to improve departmental processes in terms of quality and efficiency.
Work collaboratively with the Corporate Governance & Executive Support team to support the achievement of departmental and organizational objectives.
Provide backup coverage to other Executive and Governance Assistants.