Executive Assistant, CEO

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:
June 8, 2023

  • Manages an extremely active calendar of appointments for the CEO including, prioritizing inquiries and requests and managing conflicting appointments;
  • Schedule and organize meetings and functions, assist in preparing agendas;
  • Take meeting minutes as assigned and posts to the shared drive;
  • Books boardrooms, office equipment, catering service as needed and organizes materials and supplies for meetings and functions;
  • Compiles, creates, modifies and generates 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;
  • Maintain accurate files electronically and in hardcopy to ensure responsible administrative records and corporate memory;
  • Identifies and discusses nonroutine and/or contentious items with CEO to discuss action required and relays instructions to appropriate area;
  • Receive visitors and phone calls from a variety of internal and external sources, handling routine matters on own initiative and referring others to CEO or appropriate business area;
  • Administers confidential information for the agency, including highly sensitive personnel, political and/or labour relations information;
  • Provide direct administrative support in copying, filing, scanning, etc;
  • Organizes Board meetings including logistics (meeting space, catering) and coordinates and prepares relevant meeting materials;
  • Receives, compiles and produces a first draft of each CEO report to the Board and other documents as needed;
  • Has responsibility for reporting calendar to board, ensuring timelines are met, documents prepared, etc;
  • Responsible for minute taking during Board meetings; producing postmeeting reports in a timely manner;
  • Keeps track and calls attention to followup items from meetings and other pending issues;
  • Ensures the board folder is current with all board material and meeting dates; posts relevant document in a timely manner;
  • Work in a manner that preserves confidentiality and minimizes risk;
  • Attends and participates in team/staff and supervision meetings when required;
  • Ensures compliance with policies and procedures;
  • Supports YWCA Hamilton 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 5 years' relevant experience of which at least 3 years have been spent in an Administrative role;
  • Demonstrated understanding of executive administrative processes and procedures;
  • Excellent organizational skills and detail oriented;
  • Able to prioritize tasks, work under pressure and meet deadlines;
  • Excellent professional deportment and able to maintain composure when managing multiple conflicting priorities for multiple stakeholders;
  • Excellent problem solving and analytical abilities; proactive in anticipating needs, potential problems and adept at mitigating risk;
  • Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction;
  • Selfdirected, demonstrated ability to work effectively without constant and direct supervision or guidance;
  • Proficiency with MS Office Applications including but not limited to Wor

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