POSITION DETAILS: ASSISTANT TO THE …

1 POSITION DETAILS: ASSISTANT TO THE corporate secretary . Full-Time Title ASSISTANT to the corporate secretary Department Administration Reports to corporate secretary SUMMARY. Under direction and in support of executive management, provides confidential secretarial functions to the corporate secretary , CEO and Executive Management and produces a variety of documents for Executive Management, Board of Directors and Board Committees; fosters business development through service excellence; arranges appointments, meetings and travel requirements; sets up and maintains office filing systems; assists with the coordination and planning of Annual General Meetings;. operates business machines such as fax, photocopier and mailing equipment. The ASSISTANT to the corporate secretary is distinguished from other branch clerical positions by: Extensive involvement with CEO, Board of Directors, Executive Management and Board Committees KEY RESPONSIBILITIES.

2 Provides confidential secretarial functions to the corporate secretary , CEO and Executive Management, by producing a variety of documents such as correspondence, executive minutes, agendas and Board reports; updates and maintains computer files, databases, email and directories;. utilizes desktop publishing applications where required. Composes correspondence for executive signature; sets up appointments and meetings; provides and/or co-ordinates the provision of secretarial services for the members of executive management group; prepares and distributes notices of meetings at the Board and executive levels. Fosters business development through service excellence. Sets up and maintains office filing systems, including correspondence and related administrative records. Assists the corporate secretary in the co-ordination and planning of Annual General Meetings by ensuring locations and meal arrangements are booked, preparing and distributing meeting agendas and meeting materials and acting as liaison with all involved community contacts and businesses.

3 Attends a variety of senior management and/or board meetings, Annual General Meeting and takes minutes, produces and distributes minutes as appropriate; gathers information for inclusion in management or Board reports on request; distributes meeting packages prior to meetings. Operates a variety of business machines, including fax, photocopier and mailing equipment to receive, duplicate and distribute administrative material. Ensure prompt payment of Donations as directed by Social Responsibility Committee. Supports the corporate secretary in Board Governance applications. REQUIRED KNOWLEDGE SKILL AND ABILITIES. Must be able to work in a capacity with strict privacy and confidentiality requirements both inside and outside the organization. Proven to be highly motivated and a strategic thinker. Self-managed, goal driven, and have demonstrated the ability to coach, be coached and lead the team to success. Strong organizational skills.

4 Demonstrated ability to motivate and inspire teamwork and enthusiasm through effective verbal and written communication. Strong analytical skills and entrepreneurial mindset. Demonstrates dedication to providing quality work through attention to detail. Knowledge and understanding of Robert's Rules of Order is considered an asset. Proven ability to be creative and innovative. Strong follow up skills. Maintains a positive attitude towards corporate initiatives and change management. Strong commitment to continuous learning. Demonstrates the ability to adhere to company policies, procedures and with provincial and federal regulations. Knowledge and understanding of business planning, accounting, lending and sales is considered an asset. Word processing involves complex composition and layout, and requires extensive use of graphics, desktop publishing, database manipulation and other complex word processing applications.

5 Flexible hours necessary. Other duties as required. EDUCATION AND EXPERIENCE. One year of post-secondary education and 3 to 6 years experience, or an equivalent combination of education and experience. Proven competency in Microsoft Word, Excel and Power Point applications. Excellent communication, organizational and interpersonal skills. A member first' attitude and a commitment to fostering business development through service. Keyboard speed in excess of 60 WPM plus 3 to 6 years experience is a minimum entry level requirement.