Senior Administrative Associate - AEF (18-month temporary position)

Location: Vancouver 

Job Type: Full Time 

myWork Options: Hybrid

What's the job?

You will coordinate and support the Managing Director and AEF Senior Leadership Team on day-to-day administrative tasks and activities. You will work independently regularly, exercising initiative and judgment to complete complex assignments. Work assignments will include coordination across business units, so a strong business understanding is required. Work entails dealing with confidential and sensitive issues, requiring high discretion and tact.

What you'll get to do:

• Performs administrative duties such as composing emails, correspondence, and reports for executives and others as required. Represents the integrity and professionalism of the executive office when responding on their behalf.
• Maintains Managing Director's (MD) emails and calendars, ensuring that meetings are accepted or declined as needed. Coordinates meetings, teleconferences and videoconference meetings for MD and coordinates catering as required. Ensures that the MD is prepared with documentation for meetings scheduled.
• Makes travel arrangements for the MD and other executives, including transportation and hotel accommodation. Prepares travel and meeting itineraries.
• Prepares monthly expense statements for the MD.
• Design/compile PowerPoint presentations, develop and collate data and Excel spreadsheets as necessary.
• Coordinate events and branch visits and ensure the MD is well-represented in the community.
• Acts as a resource by briefing the MD of daily operations, specific directives and inquiries, and handles requests or tasks forwarded by the MD.
• Coordinate events such as the Holiday party and Townhalls and help lead the social committee.
• Occasional need to work late or come in early. When coordinating events, stay overnight offsite in hotels when needed.
• Organizes and expedites the flow of work through the MD office. Initiates follow-up action as required.
• Ability to learn quickly, apply organizational knowledge to problem-solving within accountability, and present solutions effectively.
• Superior ability to anticipate needs, prioritize and multi-task and remain helpful and highly organized while being sensitive to the confidential nature of work.
• Takes independent action on handling requests; determines the appropriate course of action and makes good decisions using sound judgement within the area of accountability. Intervenes where necessary and acts as a liaison between departments.

Who are we looking for?

• At least 4 years of senior-level administrative support experience, including experience with business application software. Requires excellent communication, word processing, and administration skills.
• High School Diploma plus some additional post-secondary courses.
• Advanced Microsoft Office skills (Excel, Word, PowerPoint and Outlook).
• Initiative: Work effectively with limited supervision and ability to self-manage within established authorities; is proactive in identifying and pursuing tasks with energy, drive, and a need to "finish"; knows when and what to refer to for guidance.
• Highly organized, flexible, and able to adapt quickly to multiple priorities.
• Excellent written and spoken skills, effectively questioning and listening; able to positively and productively engage in building effective results.
• Demonstrated ability to maintain confidentiality and handle sensitive information, to positively and productively engage and deal effectively with colleagues at all levels, build constructive, mutually beneficial relationships and appropriate rapport and relate well to others.

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 corrine.bell@coastcapitalsavings.com. We will work with you to meet your needs.