Executive Assistant and Assistant Corporate

2 weeks ago

Welland, Canada PenFinancial Credit Union Full time

Company Description*
Why join PenFi*

We have a lot of reasons to be proud to work here.
- We have a generous benefits package, defined contribution pension plan and performance based success sharing to wellness days and allowances and leadership and learning development investments
- Local is everything. We're all about working with local businesses and partnering with our communities to make them strong and vibrant
- As a credit union, living the co-operative principles are part of our long and rich history
- We develop meaningful relationships with our co-workers and members - that means learning about their passions, families, ambitions and doing what we can to improve their lives
- We have a unique culture where we take our business seriously, but we like to have a little fun along the way
- Education is a priority and we offer an abundance of leadership and professional development programs and training to help you be the best you can be
- Corporate Social Responsibility is alive and well through delivering financial literacy to new Canadians, reducing our impact on the environment to being BCORP certified - we donate our time, money and expertise
- We are all PenFi ambassadors and we live our truly local brand from the inside out

**Who we are**
PenFinancial Credit Union has been helping Niagara grow for over 60 years. With nearly 20,000 Members, and a rich history, our roots are firmly planted and our future is strong. As a values-driven co-operative we believe the prosperity of our Members and our community go hand in hand, and we’re on a mission to **improve lives and strengthen communities**.

**Job Description**:
Provides a wide range of advanced level, confidential support to the CEO and Board. Includes but is not limited to correspondence, executive minutes, agendas and reports; maintenance of computer files, databases, directories and developing written communications with mínimal guidance. Communicates with other on behalf of the CEO. Also provides administrative support to Senior Management team as needed (e.g., document creation, presentation preparation). Ensures the timely and accurate completion of all assigned administrative duties.
Acts as the Assistant Corporate Secretary for the Board of Directors. Includes but is not limited to ensuring the required meetings are being held and the appropriate resolutions are documented; ensuring appropriate records, notices and minutes are properly issued, recorded and maintained.
**Differentiating Accountabilities**:

- Set up and maintain office filing systems, including correspondence and related administrative records
- Maintain files of all minutes of the board, board committees, management and other committee meetings
- Set up appointments, coordinate meetings and conferences; make travel arrangements as necessary; ensure locations and meal arrangements are booked, and act as liaison with involved community contacts and businesses
- Proof reading, editing management reports to ensure quality and adherence to standard forma
- Act as the office manager ordering branch supplies, managing incoming and outgoing mail and courier items for the branches and central services as required
- Perform any other duties as assigned

In the capacity of Assistant Corporate Secretary:

- Convene board, committee and membership meetings per regulation/bylaw requirements;
- Draft, prepare and distribute confidential board and committee reports and agendas prior to meetings (ensure appropriate reports are received from management in a timely manner; providing guidance as required); take minutes and follow up on directives;
- Manage all board and committee meeting logistics — which may include coordinating, preparing and distributing board/committee pre-read materials, meeting agendas, notifications, and meeting minutes for the board of directors and committees
- Report on outstanding agenda items — and taking action to ensure information is provided to the board/committee members in a timely manner
- Act as custodian of board related documents, such as minute books, resolutions and other general records

**Qualifications**:

- 3 years of proven experience in an executive assistant position
- Demonstrated ability to professionally interact with diverse groups of people, including Board Members, Senior Leadership and employees
- Superior proficiency with the Microsoft Office suite (Teams, Excel, Power Point and Outlook)
- Strong organization skills
- Strong interpersonal skills with dedication to providing excellent customer service
- High attention to detail, accuracy and confidentiality

Expectation of travel to regional administration offices and work evenings for the committee and board meetings

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