Executive Assistant (12-month fixed term)
Location(s): Help Headquarters
Job Type: 12-month fixed term
myWork Options: In-person, Hybrid
Starting Salary Range: $75,800-85,000
Application Deadline: October 31, 2024
Background Screening Requirement:
- Enhanced Criminal Record Check
- Credit Check
- Identity Verification
- Employment Verification
- References
What's the job?
As an Executive Assistant, you will be tasked with coordinating the day-to-day activities of the Chief Commercial, Retail & Wealth Officer's (CCRWO) office by providing advanced-level administrative support. In addition, you will support 2-3 other executive team members in the Commerical, Retail and Wealth division. You are comfortable working independently on a regular basis, exercising initiative and sound judgment. You are comfortable with complexity, using your judgment, creativity, and initiative to resolve problems. You know the information you deal with confidential and sensitive issues requiring high discretion and tact. Most of all, you are trust-worthy and act with the highest degree of integrity in all situations. This is a 12-month fixed term position.
What you'll get to do:
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Performs administrative duties such as composing emails, correspondence, and reports for CCRWO and others as required. Review all emails and regular mail to the CCRWO, delegating to appropriate departments for handling, responding to routine requests, and handling CCRWO follow-up. Maintain CCRWO filing system. Perform a multitude of tasks simultaneously, prioritizing and planning to obtain optimum results.
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Screens call to the CCRWO's office, redirecting/assisting callers, if appropriate. Represents the integrity of the executive office when making calls on the CCRWO's behalf.
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Maintains CCRWO's calendar as well as coordinates meeting requests, rooms, and videoconference meetings and catering for the executive team, as requested.
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Makes CCRWO's travel arrangements (and other Executives as requested), including transportation and hotel accommodation. Prepare travel and meeting itineraries.
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Acts as a resource by briefing the CCRWO of daily operations, arising issues or meeting requests. Assists the CCRWO by communicating specific directives/inquiries to the executive team (and others) and by handling requests or tasks forwarded by the CCRWO.
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Prepares monthly expense statements for CCRWO.
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Furnishes and obtains information from senior management or outside representatives; keeps the CCRWO informed of any items requiring personal attention.
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Organizes and expedites the flow of work through the CCRWO's office. Initiates follow-up action.
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Utilizes advanced desktop skills to design/compile PowerPoint presentations or collate spreadsheets as necessary.
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Has an aptitude to learn quickly and apply organizational knowledge to skillfully problem solve.
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Ensures the CCRWO is well represented in the community and beyond by working and coordinating with various departments/agencies to confirm availability, provide background information, speech materials, etc.
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Requires discretion, confidentiality, and detailed knowledge of the organization’s operations, procedures, and people.
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Ability to anticipate needs, prioritize and multi-task and remain highly organized while being sensitive to the confidential nature of work.
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Acts as a link between the CCRWO and managers, staff, outside agencies, and the public. Takes independent action on handling requests; determines the appropriate course of action; intervenes where necessary; acts as a liaison between departments.
Who are we looking for?
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A minimum of 5 years of senior-level administrative support experience managing multiple executives.
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Previous experience working in a customer-focused role and awareness of the tact and professionalism required when communicating with customers.
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Advanced-level calendar and event coordination skills.
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Advanced written and verbal communication with the ability to adapt to various stakeholders internally and externally.
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Top notch reasoning, problem-solving and relationship management skills.
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Advanced Microsoft Office skills.
Equity, Diversity & Inclusion at Coast Capital
Don’t meet every single requirement? At Coast Capital, we believe everyone has potential. We are committed to building better, brighter, more inclusive futures for everyone – including our employees. We see the potential in our employees to achieve amazing things and want to invest in your future. If you’re excited about this career opportunity and your experience may not perfectly align with every qualification in this job posting, we still encourage you to apply. You may be just the right candidate for this or other opportunities at Coast Capital.
At Coast Capital, we are committed to equity, diversity and inclusion. We strongly encourage applications from Indigenous Peoples, Black, and racialized persons, persons with disabilities, people of diverse sexual and gender identities and women. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences and expertise benefit of our employees, our members, and our community.
We strive to provide an accessible candidate experience for our candidates with different abilities. If you require any accommodations, please contact accessibility@coastcapitalsavings.com or call 778-391-5836. We will work with you to meet your needs.