Executive Assistant, CEO, Board and Association

2 months ago

Oakville, Canada YMCA of Oakville Full time

Join our mission-driven team at the YMCA of Oakville and make a meaningful impact in our community. Become part of something bigger

Reporting to the President & CEO the Executive Assistant provides support to the President & CEO, the Board of Directors, and the Senior Leadership Team (SLT). This position has a broad range of responsibilities and must be performed in a manner which ensures confidentiality of the office of the CEO, Board, and Association business. In addition, the position is responsible for high level administrative duties, support of Association Services including liaising with internal/external partners and Community Leaders, assisting with the planning and execution of meetings and events within the facility.

**Hours of Work**: 35 hours per week (must be able to work flexible hours)

**Location**: Hybrid working arrangement (office/home) Office location, Peter Gilgan Family YMCA, 410 Rebecca Street, Oakville, Ontario

**Salary & Benefits**:

- Annual salary $42,551- $48,230
- Comprehensive health, dental and other employee benefits
- Generous Group pension plan (eligible after one year of service)
- Membership to the Peter Gilgan Family YMCA Health, Fitness & Aquatics facility
- A value driven organization with a strong and supportive team culture
- Flexible and hybrid work arrangements

**Responsibilities**:
CEO Support
- Assists the CEO with workload requirements, deadlines and critical Association and Board related projects, including meeting minutes and follow-up items
- Supports the CEO in the development of presentations, and meeting documentation
- On behalf of the CEO - ensures timely execution of Board initiatives - meeting schedules, follow up on action items, distribution of evaluation survey, new Board Member On
- Boarding, and meetings with Board Chair
- Arranges meetings with external Community Partners, local Government officials and YMCA leaders
- Develops and maintains a regular schedule of meetings for Senior Leadership team
- Coordinates on behalf of the CEO, meeting logistics such as reserving space, arranging for equipment, catering, and the preparation of supporting materials

Board Support
- Assists the Board Chair with administrative requirements including meeting schedules, organization, and Governance activities
- Attends all Board Meetings, records Minutes and Action Items for distribution to the Board
- Compiles and distributes Board packages including Minutes from previous meetings and all relevant attachments
- Attends all Board committee meetings - Finance, Governance, SARC, Strategic Planning and Philanthropy. Records and distributes meeting minutes and follow-up action items
- Primes planning and execution of Annual General meeting including the distribution of reports, presentation materials, Governance requirements, catering, and post meeting minutes’/action items
- Co-ordinates with the Senior Leadership Team and Marketing & Communications team to ensure the Annual Report is completed in preparation for the AGM
- Plans and organizes the Annual Board Retreat

SLT and Association Support
- Work process management - Manages the flow of work to the CEO from the Senior Leadership Team - such as documents for review/ follow up and signatures, Quarterly reporting, liability reports
- Liaise with Senior management staff and departments to communicate instructions/directions to ensure the timely completion of tasks
- Completes conference/workshop travel arrangements and accommodation for senior staff
- Provides administrative support at SLT meetings (requests agenda items, takes minutes and ensure follow up with action items)
- Assists with Association signature, recognition and fundraising events
- Co-ordinates Senior Leadership Team and Leadership Circle meetings - sends out meeting requests, distributes meeting agenda, records minutes, and follow-up action items
- Orders office supplies and furniture as needed
- Any other duties that may be required in support of the Senior Leadership and Association

Essential Requirements
- Minimum 3 Years previous administrative experience, in support of senior level positions
- Post-secondary education in a related field
- Demonstrated excellence in organization and time-management skills
- Excellence in maintaining confidentiality, using discretion and good judgment
- Excellent multi-tasking and prioritizing skills as well the ability to take initiative and make decisions to ensure requested tasks are completed successfully
- Event management and project management skills
- Strong verbal and written communication and interpersonal skills
- Ability to act independently in managing projects, works independently and part of a team
- Proficiency in Microsoft Office programs (Excel, Word, PowerPoint)
- Detail oriented, ability to adhere to and maintain administrative procedures
- Must be able to work flexible hours
- Clear Criminal Reference Check with Vulnerable Sector Screening

Desirable requirements
- Experience with

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