Administrative Assistant

To perform the duties of an Administrative Assistant to the Board of Directors of one of the leading Credit Unions in the country.

JOB DESCRIPTION

POSITION TITLE:Administrative Assistant– Board of Directors

DEPARTMENT:            Executive Secretariat

REPORTS TO:             Board of Directors

JOB SUMMARY

The Administrative Assistant provides essential administrative and clerical support to the Executive Office and assists the Executive Assistant in managing document retention, meeting preparations, and general administrative tasks. This role supports the Board’s daily operations and facilitates routine and ad hoc tasks.

KEY RESPONSIBILITIES

1. Document Management and Retention:

• Maintain and update the document retention system for the Executive Office, ensuring documents are archived weekly for easy retrieval.

2. Meeting and Document Preparation Assistance:

• Distribute Decision/Action Sheets 24 hours before meetings, summarizing key documents, actions, and follow-ups.
• Assist the Executive Assistant in preparing meeting notes, minutes, and decision/action sheets for Board meetings and committees as required.

3. General Administrative and Logistical Support:

• Provide logistical assistance for Board-related meetings and travel arrangements as directed by the Executive Assistant.
• Provide support with liaising with internal and external stakeholders.
• Manage routine administrative tasks, including filing (both manual and electronic), correspondence management, and scheduling.

4. Event Coordination Support:

• Collaborate with the Secretary, Executive Assistant, and other stakeholders in planning and executing Board events.
• Support logistics and coordination for the Annual General Meeting (AGM) and Special General Meeting (SGM).

5. Additional Duties:

• Process approved donations, monitor follow-ups, and assist in handling honoraria and monthly/annual document preparations.
• Assist with the preparation of monthly and yearly documents, such as subsistence payments and honoraria for Board and Committee Members.
• Handle daily miscellaneous requests from Board Members and management.

SKILLS AND QUALIFICATIONS

• Associate’s degree in Administration, Business Management, or a related field, and equivalent experience or a combination of both.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) with certification preferred.
• Minimum of three years of related experience.
• Event planning and coordination experience is an asset.
• Experience handling sensitive and confidential materials.