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 prospect 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 Liais

📌 Executive Office Assistant (Calgary)
🏢 Bow Valley Credit Union
📍 Calgary