Executive Office Assistant

As the Executive Office Assistant, you will play a key role in keeping Bow Valley Credit Union’s Executive Office organized, connected, and running smoothly. You will provide administrative and coordination support to the Senior Leadership Team, with primary responsibility for the day-to-day logistical and administrative needs of the CEO and Board of Directors. From managing executive schedules, meetings, correspondence, events, travel, documentation, and follow-up activities to supporting communication among leaders, employees, and external stakeholders, you will help ensure priorities move forward effectively.

You will also serve as Board Secretary, supporting the CEO and Director, Executive Office & Strategic Initiatives with Board and committee meeting administration, records, materials, and governance-related coordination. As the primary liaison to the staff-wide Social Committee, you will help coordinate employee events and activities that strengthen culture and connection across BVCU.

This opportunity is ideal for a highly organized, proactive, and service-oriented professional who exercises sound judgment, handles confidential information with discretion, anticipates needs, and confidently manages multiple priorities in a dynamic environment.

WHAT YOU'LL DO

Executive Office and Senior Leadership Team Support

Provide administrative and logistical support to the Senior Leadership Team, with primary support dedicated to the CEO.

Manage the CEO’s calendar, including coordinating meetings, resolving scheduling conflicts, prioritizing requests, and helping ensure the CEO is prepared for upcoming commitments.

Coordinate Senior Leadership Team meetings, planning sessions, retreats, and other executive activities.

Prepare agendas, meeting materials, presentations, briefing packages, correspondence, and supporting documentation.

Record and distribute meeting notes or action items, where required, and support follow-up on commitments and deadlines.

Coordinate travel arrangements, accommodations, registrations, itineraries, and related logistics for the CEO, Board of Directors and, where required, other members of the Senior Leadership Team.

Prepare and track expense reports, invoices, registrations, and other administrative documentation.

Maintain organized electronic and physical records in accordance with BVCU’s document-retention and information-management practices.

Support the planning and delivery of organization-wide meetings, leadership events, employee sessions, and other internal activities.

Assist with special projects and initiatives as assigned.

CEO Support

Serve as a primary administrative and logistical point of contact for matters involving the CEO and Board of Directors.

Coordinate internal and external meetings, including scheduling, room arrangements, technology, catering, materials, and attendee communications.

Prepare information and materials required for meetings with employees, members, community partners, vendors, regulators, and other stakeholders.

Draft and format correspondence, reports, presentations, and other documents on behalf of or in support of the CEO.

Monitor upcoming commitments, responsibilities, and deadlines, and provide timely reminders and follow-up.

Exercise sound judgment in determining the appropriate handling, referral, or escalation of inquiries and requests.

Maintain professionalism, discretion, and confidentiality when handling sensitive or privileged information.

Help create effective communication and coordination between the CEO, Senior Leadership Team, employees, Board members, and external stakeholders.

Board and Governance Support

Support the CEO and Director, Executive Office & Strategic Initiatives with Board and committee administration.

Coordinate Board and committee meeting logistics, including scheduling, attendance, meeting rooms, virtual access, guests, catering, and other arrangements.

Assist with the development, formatting, compilation, and distribution of Board and committee agendas and meeting materials.

Support the administration of BVCU’s Board governance platform and organization of Board records and reference materials.

Prepare meeting minutes, action lists, resolutions, and other governance records when assigned.

Maintain approved Board and committee records in accordance with established governance and document-retention practices.

Track meeting schedules, submission deadlines, recurring governance activities, and follow-up items.

Main coordinator of the AGM.

Coordinate communications and logistical arrangements with Board members as required.

Maintain a high level of confidentiality in relation to Board, committee, and executive matters.

Where formally appointed, fulfill the administrative responsibilities of Board Secretary in support of the Board Chair, CEO, and Director, Executive Office & Strategic Initiatives.

Staff Social Committee Liaison

Serve as the primary Executive Office liaison to BVCU’s staff-wide Social Committee.

Support the committee with meeting coordination, scheduling, communications, documentation, and event planning.

Help connect Social Committee activities with broader organizational events, calendars, and internal communications.

Coordinate with employees, locations, vendors, and other stakeholders to support inclusive and well-organized staff activities.

Assist with event logistics, purchasing, expense tracking, and related administrative requirements.

Support employee-led participation while helping the committee operate within approved budgets, policies, and organizational expectations.

Promote participation and connection across BVCU’s locations and teams.

Administrative and Organizational Support

Provide backup administrative support within the Administration Office as required.

Support vendor coordination and other office-related activities under the direction of management.

Assist with maintaining contact lists, distribution lists, recurring schedules, templates, and shared Executive Office resources.

Support required submissions, reporting coordination, and records administration as assigned.

Identify opportunities to simplify administrative processes and improve the flow of information within the Executive Office.

Provide support for other projects and duties that contribute to the effective operation of BVCU.

WHAT WE'RE LOOKING FOR

Education, Experience & Qualifications

High school diploma or equivalent required.

Post-secondary education in business administration, office administration, governance, communications, or a related field is an asset.

A minimum of five years of progressively responsible administrative or executive-office support experience, or an equivalent combination of education and experience.

Experience supporting senior executives or a Senior Leadership Team is strongly preferred.

Experience supporting a Board of Directors, preparing meeting minutes, or coordinating governance materials is an asset.

Experience within a financial institution, credit union, regulated organization, or member-based organization is an asset.

Experience coordinating employee events, committees, or organization-wide activities is an asset.

Skills & Competencies

Strong organizational and administrative coordination skills.

Excellent written, verbal, and interpersonal communication skills.

Demonstrated ability to communicate professionally with executives, Board members, employees, and external stakeholders.

Strong attention to detail and commitment to accuracy.

Ability to manage multiple priorities, deadlines, and requests in a dynamic environment.

Sound judgment and discretion when working with confidential, privileged, or sensitive information.

Proactive approach, with the ability to anticipate needs and follow tasks through to completion.

Ability to work independently