Executive Assistant

1 week ago

Ottawa, Ontario, Canada YMCA of the National Capital Region Full time

Overview


The YMCA is a charity that has been helping Canadians improve their lives since the first Y opened in 1851.

Y programs are offered at more than 1,700 locations across Canada and help more than 2.25 million people annually become healthier in spirit, mind, and body.

The YMCA of the National Capital Region proudly serves people of all ages, backgrounds and abilities, and works to address critical social needs in our community.

We are a leader and valued partner in creating a vibrant and healthy community where everyone belongs and can reach their full potential.


This position requires a commitment to the Y mission and core values of responsibility, honesty, caring, respect, and inclusion, which form the foundation of all Y programs and services.


Working for the Y


Are you looking to use your skills and unique gifts to make a real difference in your community? The YMCA of the National Capital Region is a great workplace committed to diversity, equity, and inclusion, where different backgrounds, experiences, and identities are appreciated and celebrated.

The YMCA provides hundreds of employees with meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities.

We recognize the contributions of our staff through innovative practices, great benefits, and growth opportunities.

Whether you are starting out in your career or a seasoned professional, you will find many exciting opportunities to achieve your personal and career goals.

Some of the benefits of working for the Y include:

What we offer


At the Y, you will be part of a vibrant and diverse network of people whose shared vision is to change lives and make our communities home to the healthiest children, teens, adults, and families.


Our competitive wage and benefit package include:

  • Free YMCA gym membership;
  • Discounted Y program fees (including health & fitness programs, child care, and camps);
  • Access to our YMCA Employee and Family Assistance Program (EFAP) including free, immediate, confidential assistance and counselling for you and your family members for mental and physical health, and financial advice, among other 12 suites of services;
  • Health and Dental Insurance;
  • Longterm Disability and Life Insurance;
  • Access to our Canadian YMCA Retirement Fund pension plan;
  • Up to 25 vacation days per year including two float days, and one birthday vacation;
  • Maternity leave benefits for up to 18 months.
- _Some benefits may vary based on employment terms_

What do you offer?

The Executive Assistant (EA) will function as a team member responsible for administrative duties within Corporate Services, offer superior communication skills, and have the ability to work within a flexible schedule, as required.


Reporting to the President and CEO, the EA provides support to the President and CEO, the Board of Directors, and the Corporate Services team in a variety of areas.

The EA will be tasked as well with supporting the needs of the various Board subcommittees.

Some of the tasks of this position include:

  • Completing a broad variety of administrative tasks for the President & CEO and the members of the Board of Directors, including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Monitoring and tracking the progress of multiple projects and organizes the information within an accessible system of filing and data storage for the CEO.
  • Planning, coordinating and ensuring the CEO's schedule is followed and respected.
  • Attending monthly meetings, creating meeting agendas, and taking meeting minutes.
  • Collecting, writing, assembling, and distributing material for Board packages.
  • Coordinating all aspects of the Y's Annual General Meeting.
  • Managing and coordinating all organizationwide CEO communications and events, including administering staff surveys, and maintaining and organizing the staff directory.
  • Collecting and filing all governancerelated minutes, reports and legal agreements, and contracts.
  • Supporting the Finance Department and assisting with data entry and statistical reporting, when needed.
  • Assisting with Association philanthropy initiatives.

Education

  • Postsecondary degree or equivalent in a related field, with evidence of ongoing learning

Language

  • Fluent in English, oral and written required
  • Bilingualism (English/French) is an asset

Experience, Skills and Abilities

  • Strong writing, analytical, and critical thinking skills
  • Ability to synthesize and present complex data
  • Excellent communication skills
  • Excellent technical skills in all MS Office Suite products, including Word, Outlook, Excel and PowerPoint
  • High degree of independence and initiative
  • Ability to develop a close and trusting working relationships wit

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