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Administrative Assistant

7 months ago

Vancouver, Canada YWCA Metro Vancouver Full time

Job DescriptionThis position provides professional, confidential administrative support to the CEO and the Manager, Governance and Executive Operations.

**What you’ll be doing**:
This is an exciting opportunity to help advance our mission to boldly envision a just and equitable world for women, families and allies. Working as a trusted partner to the CEO, the Administrative Assistant leverages attention to detail to manage the CEO’s calendar, communications and commitments in a complex, fast-paced environment. This role is exposed to all facets of the YWCA Metro Vancouver’s governance and operations and delivers impact through exceptional organization and proactive management of CEO administration.
- Works closely with the CEO to keep them informed of upcoming commitments and responsibilities, consistently following up to enable effective time management and adjusting when necessary. Uses deep knowledge of schedule, YWCA communities and priorities to proactively address and resolve issues.
- Proactively manages the CEO’s calendar, including scheduling and prioritizing meetings, preparation of meeting materials and agendas, catering orders, room bookings and set-up / take-down.
- Acts as the initial point of contact for both internal and external communications for the CEO’s office, including engagement with staff, Board members, donors, clients, community members and government officials. Ensures clear and accurate information is presented to the CEO at the appropriate cadence depending on the information or request.
- Supports the Manager, Governance and Executive Operations with Board and Committee meeting administration, including meeting calendar invites, catering, room set up, preparation of Board meeting packages and back-up resource for minute taking.
- Leads administration of YWCA Vancouver membership and Annual General Meeting planning and preparation, including notice of meeting, proxy voting, filing meetings and resolutions. Manages member requests and related communications.
- Coordinates and proofreads a variety of documents including correspondence, memos and reports, including monthly program and CEO reports to the Board.
- Coordinates travel arrangements and reservations for the CEO and Board as required.
- Maintains and updates management and Board SharePoint, ensuring all documents are current and appropriately signed and filed.
- Prepares, approves and submits monthly expense reports and ensures accurate completion of timecards.
- Researches and provides recommendations on administrative best practices, latest technology solutions and project management systems to enhance operational efficiency.
- Assists with other departments, organizational and Board events, special projects and research as required.
- Other duties as required.

**What you’ll need**:

- Strong proficiency in MS Office, including Outlook, Word, Excel and Power Point, SharePoint and One Drive.
- Minimum of 2 - 3 years’ experience in administrative roles and strong verbal and written communication skills.
- Commitment to building a highly inclusive, collaborative workplace and culture.
- A valid clear criminal record check (including working with vulnerable populations) is required.
- The YWCA Metro Vancouver’s COVID-19 vaccination policy is currently suspended and as a result, vaccination from COVID-19 is not required at this time. However, should circumstances change and the YWCA deem it necessary to reintroduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.

**What we offer**: We offer our eligible employees the following benefits as part of their total compensation package:

- extended medical and dental benefits
- a defined benefit pension plan
- flexible working arrangements for applicable positions
- Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members
- free membership to our Health + Fitness Centre, discounts at our YWCA Hotel and priority in YWCA Child Care centres
- a workplace that prioritizes employee health, safety and wellbeing, including many learning and growth opportunities such as our staff mentorship program and three equity committees who help to support our goals towards achieving meaningful equity and inclusion.
How to Apply

**Khristine Gilmore, Human Resources Manager (she/her)**

535 Hornby Street, Vancouver, BC, V6C 2E8