Executive Assistant and Board Liaison

1 week ago

Hamilton, Ontario, Canada YWCA Hamilton Full time

Who We Are


Founded in 1889,
YWCA Hamilton is known as one of Hamilton's original social innovators and works from a feminist, anti-racist, and anti-oppressive framework.

We are dedicated to strengthening women's and girl's voices, broadening their choices, building dynamic leadership and providing essential services that promote safe, inclusive and equitable communities.


YWork for us?


At YWCA Hamilton, we are intentional about fostering a workplace culture that values positive physical and emotional well-being through our values of Inclusivity, Equity, Community, Self-determination, and Accountability.

We invest in our employees so that we can bring our values into the communities in which we live.

We offer our employees:

  • Onthejob training and professional development opportunities
  • Staff fitness, childcare and recreation discounts
  • Opportunities to get involved in our community
  • A competitive total rewards package
If you're passionate about making a positive impact in the lives of women, children, and families every day, we would love for you to join our team

Position Description

Job Code:8-HAD-2023

Department:
Central Administration

Reports to:
Project Manager, Administration

Location:
Hamilton, ON**
Hours of Work:37.5 hours per week***
Start Date:TBD

Posting Date:
July 17, 2023

Supporting the CEO

  • Manage an extremely active calendar of appointments for the CEO including prioritizing inquiries, requests and managing conflicting appointments;
  • Schedule and organize regular meetings and functions, and assist in preparing agendas;
  • Take meeting minutes as assigned and post to the shared drive;
  • Compile, create, modify and generate statistical reports;
  • Produce from rough notes or instructions a variety of materials including presentations, reports, minutes of meetings, invitations, and correspondence, often utilizing confidential information;
  • Draft and proofread a range of internal and external correspondence on behalf of the CEO;
  • Assist CEO with preparation for events, meetings, media, funder and other stakeholder engagements;
  • Identify and discuss nonroutine and/or contentious items with CEO to discuss action required and relay instructions to appropriate area;
  • Receive visitors and phone calls from a variety of internal and external sources, handle routine matters on own initiative and refer others to CEO or appropriate business area;
  • Receive, compile and produce a first draft of each CEO report to the Board and other documents as needed;
  • Work in a highly confidential and risk mínimal manner.

Board Liaison

  • Maintain Board distribution lists and contact information, send out and track annual Policy Review, Conflict of Interest Forms and Disclosure Forms, and update Board Information with Federal and Provincial funder as required;
  • Organize Board and multiple board committee meetings (inperson and virtual) including logistics (meeting space, catering), coordinate and prepare relevant meeting materials;
  • Ensure reports and relevant meeting materials are received from internal staff in a timely manner, review and post to the board portal;
  • Administer confidential information for the agency, including highly sensitive personnel, political and/or labour relations information;
  • Responsible for reporting calendar to board, ensuring timelines are met, documents prepared, etc.;
  • Responsible for accurate minute taking during Board meetings; produce postmeeting reports in a timely manner;
  • Keep track and call attention to followup items from meetings and other pending issues;
  • Ensure the corporate files and board portal are current with all board material and meeting dates; post relevant document in a timely manner;
  • Maintain discretion and confidentiality in relationships with all board members.

Administrative & Logistics Support

  • Maintain accurate files electronically and in hardcopy to ensure responsible administrative records and corporate memory;
  • Book boardrooms, office equipment, catering service as needed and organize materials and supplies for meetings and functions;
  • Provide direct administrative support in copying, filing, scanning, mailing etc.;
  • Attend and participate in team/staff and supervisor meetings when required;
  • Ensure compliance with YWCA's policies, procedures, mission, vision and values;
  • Performs other duties as required.

WORKING CONDITIONS:

  • Works 37.5 hours per week;
  • Work occasional evenings and weekends.

Qualifications

  • A diploma or degree in Administrative Studies, Business Administration, or equivalent education, training and experience;
  • A minimum of 6 years' relevant experience of which at least 4 years have been spent in executive support to C-Level Executives, Boards and Committees preferably in a highvolume nonprofit organization;
  • Demonstrated understanding of executive administrative processes and procedures;
  • Excellent organizational skills an

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