Executive Assistant

4 days ago

Ottawa, Canada Alterna Savings Full time

**Scope of Position**

The Executive Assistant (EA) reports to the Senior Executive Assistant but will work directly with Executive Leadership Team members, and/or internal committees to assist in planning, organizing and executing on initiatives, ensuring all is complete in a timely and accurate manner. As an experienced EA the incumbent has a keen awareness and ability to identify required activities, proactively plan in anticipation of events and flag any items of concern. Has the ability to systematically analyze information, define problems and draw logical conclusions. The incumbent will be privy to confidential and sensitive information so a high degree of tact and discretion must be exercised. The incumbent must also exercise good judgment, and diplomacy.

**Accountabilities**
- Supports various executives
- Coordinate diverse administrative and logístical tasks to support multiple executives requiring exceptional organizational skills and attention to detail
- Conducts quality control reviews of corporate correspondence for style, accuracy, completeness and compliance with corporate policies and procedures
- Maintains calendars up to date
- Books travel, accommodations and car rentals through internet research ensuring cost effectiveness while anticipating and planning for unexpected changes through the travel
- Negotiates corporate rates with preferred hotels
- Processes corporate Visa and expense reports for reimbursement
- Proactively manages cyclical activities to ensure executives have the required resources and time allocated on calendars to prepare and execute
- Analyzes information and highlight problems / patterns while recommending courses of action to the executive
- Remains current in sector and organizational knowledge
- Prepares and tracks monthly department time reports.
- Prepares and tracks department vacation reports
- Orders office supplies
- Takes ownership for generating options or plans in response to changing demands on the executive’s time
- Supports various committees
- Coordinates logistics to include but not limited to meeting room reservation, meal order and delivery, audio-visual equipment set-up and dismantling, escorting guests
- Records minutes electronically and distributes to appropriate people for feedback
- Schedules meetings as required and as appropriate for all to attend while ensuring quorum will be met and other key participants are available
- Sets up Power Point presentations
- Assist with Board of Directors meeting documentation and logistics as required
- Project and information management
- Establish and manages electronic filing systems for the executives as relates to all their correspondence and other legal documents
- Proactively plans and manages projects arising from the executive’s work
- Participates in corporate projects as assigned

**Expectations / Outcomes**
- Meetings run smoothly with all preparation well organized
- All administrative work for the Executive Team is completed accurately and on time
- Recommendations and proactive administrative management arising out of analysis of data and exercising good judgement.

**Qualifications**
- Post-Secondary Education and/or equivalent combination of education and work experience
- 5 year experience in a similar role at this level
- Project/coordinator experience
- Significant experience working with senior level management
- Proficient use of Excel, Word, and Power Point
- Financial Institution experience would be an asset

**About Alterna Savings**

Alterna Savings and Credit Union Limited (Alterna) has been the good in banking for over 110 years, and based on assets under management, is one of Canada's Top 10 credit unions (CCUA, 2021). Alterna is made up of Alterna Savings and Credit Union Limited and its wholly owned subsidiary, Alterna Bank. Together, we have $10 billion in assets under management.

As the first full-service, member-owned co-operative financial institution outside Quebec, Alterna Savings shares its expertise with more than 185,000 members through a network of over 30 branches across Ontario, that includes partner Peterborough Community Savings; as well as call centre and digital channels. Members and customers also benefit from an industry-leading online brokerage, investment management services, and have access to over 43,000 surcharge-free ATMs in North America with THE EXCHANGE Network in Canada and the All point Network in the US.

**Working at Alterna**

Alterna offers a fast-paced, impactful work experience in an organization that cares about doing good. For over 110 years, Alterna has been creating financial services that transform lives for the better, all while giving back to our community.

We are incredibly proud of our corporate culture, where everyone works together towards a common goal, the financial wellbeing of our members and customers. This commitment has earned us several prestigious employer awards, including the National Capital Region's Top Emp

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