Project Administration Officer jobs

ABOUT THE ROLE

The Manager, Executive Office & Projects serves as an execution partner to the Chief Executive Officer (“CEO”), Senior Leadership Team (“SLT”) and the Board of Directors (“BOD”). Operating at the intersection of strategy, governance, and operations, this role ensures organizational priorities are translated into action and effectively executed.

The position leads the administration of executive and board governance, coordinates enterprise initiatives, and facilitates cross-functional collaboration to advance Bow Valley Credit Union's strategic objectives. Through proactive planning, sound judgment, and exceptional relationship management, the incumbent enhances executive effectiveness, supports organizational alignment, and drives accountability for key initiatives.

WHAT YOU'LL DO

Executive Office Support

• Provide executive administrative support to the CEO and SLT, including calendar management, correspondence, travel coordination, and meeting preparation
• Support the development, coordination, and execution of executive and organizational priorities
• Translate strategic objectives into actionable plans, ensuring clear ownership, timelines, and accountability
• Coordinate and monitor follow-up activities arising from executive discussions and decisions
• Prepare executive briefings, presentations, reports, and correspondence for internal and external audiences
• Foster communication and alignment between the Executive Leadership Team and organizational stakeholders
• Exercise discretion and independent judgment when managing sensitive and confidential matters

Governance & Board Administration

• Lead the administration of Board of Directors and sub-committees’ activities
• Serve as a primary point of contact and liaison between the CEO and Board Chair, responding to Board member inquiries professionally and with appropriate confidentiality
• Develop and coordinate Board and Committee annual calendars and work plans.
• Prepare, review, and distribute agendas, Board packages, and supporting materials.
• Attend Board and Committee meetings and prepare accurate minutes, action summaries, and follow-up documentation.
• Maintain governance records and documentation in accordance with regulatory requirements and organizational standards.
• Coordinate Board orientation, education, and governance activities.
• Support the planning and execution of the Annual General Meeting (AGM).

Strategic Projects & Initiatives

• Develop comprehensive project plans for strategic initiatives, including key objectives, milestones, timelines, accountable parties, communication plans and budget considerations; utilize Gantt charts and other project management tools to maintain visibility and momentum across concurrent priorities
• Facilitate cross-functional working groups and meetings to advance organizational priorities, including documenting decisions, milestones and follow-up on assigned tasks and deliverables
• Support strategic planning activities and implementation of organizational initiatives
• Track project outcomes and prepare updates for executives and the Board, as required

Executive Communication & Organizational Effectiveness

• Prepare executive communications, presentations, speeches, and organizational updates
• Maintain organized filing systems for board governance documents, executive correspondence, and project records
• Support communication and change management activities related to strategic initiatives
• Coordinate executive meetings, retreats, and planning sessions
• Document decisions and maintain action registers arising from executive meetings
• Promote collaboration and information sharing across departments and branch locations

Decision-Making Authority

This role exercises independent judgment and decision-making within established policies, governance frameworks, and delegated authority. The position is expected to operate effectively across all levels of the organization to:

• Prioritize and coordinate executive and Board activities
• Take initiative while knowing when to seek direction
• Manage sensitive information with a high degree of confidentiality and discretion

WHAT WE'RE LOOKING FOR

Education, Experience & Qualifications

• Post-secondary education in Business Administration, Commerce, Communications, Public Administration, Project Management, or a related discipline.
• Project management certification or formal project management training is considered an asset.
• Governance-related education or training is considered an asset.
• Minimum 5 years of progressively responsible experience supporting senior executives, leading projects, or coordinating enterprise initiatives
• Demonstrated experience working directly with executive teams and Board of Directors
• Experience leading cross-functional projects involving multiple stakeholders and competing priorities.
• Experience preparing Board materials, minutes, and governance documentation.
• Experience within a financial institution, cooperative, or other regulated environment is considered an asset

Skills & Competencies

• Executive Communication: Exceptional written and verbal communication skills, with the ability to produce polished Board materials, briefings, and correspondence with accuracy and professionalism
• Governance Acumen: Sound understanding of Board and committee administration, including agenda preparation, minutes, and regulatory recordkeeping
• Strategic Thinking: Strong ability to translate organizational priorities into actionable plans, manage competing demands, and maintain momentum across concurrent initiatives
• Organizational Excellence: Outstanding prioritization and planning skills, with meticulous attention to detail across document preparation, records management, and executive follow-through
• Discretion & Judgment: High degree of professionalism when handling sensitive executive, governance, and organizational information; knows when to act independently and when to escalate
• Relationship Building: Proven ability to build credibility and work effectively across all levels of the organization, from frontline staff to senior executives and Board members
• Tech Proficiency: Advanced proficiency with Microsoft Office and business productivity tools, including project management frameworks and communication platforms
• Adaptability & Initiative: Thrives in a dynamic environment with shifting priorities; proactive, solutions-oriented, and comfortable managing ambiguity

Working at Bow Valley Credit Union

Bow Valley Credit Union has been serving the Bow Valley corridor since 1953 - a member-owned co-operative built on the belief that financial services should work for people, not shareholders. That founding purpose still shapes everything we do.

As a co-operative, we operate by seven core principles: open and voluntary membership, democratic member control, member economic participation, autonomy and independence, education and training, co-operation among co-operatives, and genuine commitment to community. These aren't just words on a wall - they guide how we make decisions, support our team, and serve our members every day.

The Details

• On-site at a BVCU Location
• Monday - Friday, 8:30 a.m. to 5:00 p.m. (37.5 hours per week)
• Occasional evening attendance and periodic travel may be required to support Board meetings and other activities and special events
• Must be bondable; satisfactory criminal and credit checks required
• Legal authorization to work in Canada on a full-time basis
• Online applications only

We welcome applications from all backgrounds. Only candidates selected for an interview will be contacted.

Note: This description provides an overview of the position and is not exhaustive. Responsibilities may evolve at the discretion of Bow Valley Credit Union.

Job Types: Full-time, Permanent

Pay: From $95,000.00 per year

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care

Experience:

• Customer service: 1 year (required)

Work Location: In person