Executive Assistant

3 months ago

Halifax, Canada YMCA of Greater HalifaxDartmouth Full time

**Position Title**: Executive Assistant

**Reports To**: President/CEO

**Position Status**:Full-Time

**Compensation**: $40,000 - $50,000 per year

**Start Date**: Immediately

**Location**:YMCA Association Services

The YMCA is a place where everyone belongs. We are committed to providing equal opportunity for all, in a welcoming space that is both nurturing and fun - in a community of shared responsibilities, where children and families can thrive.

There are lots of places to work, but few opportunities to do work that really matters, and the Y is one of those rare places. When you join our team, you don’t just get a job - you’ll embark on an exciting path in career development. You will be part of a team that provides children, youth, and adults of all ages a sense of belonging in their community.

**The Opportunity**

This position is a critical role in ensuing the smooth operations of the back-office support (Association Services) of our YMCA and the wider Atlantic Region. Reporting directly to the President/CEO, this role will responsible for the management of internal and external events and meetings with key stakeholders, as well as support the Association Services office administration. You will be the friendly and professional face of Association Services, interacting with Board members, donors, and staff. This varied role touches on many elements of non-profit delivery and governance, and would suit a motivated, self starter, with great attention to detail, interested in developing their career in the charitable sector or a career administrator looking for an interesting role and warm team to be part of.

**Responsibilities**
- Make travel arrangements for the CEO/President, regional leads, senior leaders, volunteers, and guides, ensuring travellers are well informed, and process travel expense claims
- Manage the expense claim process for the President/CEO and VP, Regional Development Centre
- Oversee and manage calendars for the President/CEO and Board/Committee members, booking and adjusting meetings, scheduling and organizing internal and external meetings
- Assist with managing and organizing internal and external meetings, including: team, Board of Directors, Committee, and regional team meetings
- Proactively manage meeting materials, such as preparing agendas and pre-read materials, taking accurate and detailed meeting minutes, track action items and agenda items, distribute any post-meeting materials
- Manage meeting logistics, including: securing space, meeting set up, food and beverage, meeting material distribution
- Coordinate internal and external event arrangements, including AGM, staff and Board meetings and retreats, regional events, and other events as assigned
- Assist in the coordination of YMCA department events when required
- Oversee day-to-day Office management, including supply and inventory, managing internal meeting space booking platform, liaising with building maintenance, managing incoming/outgoing correspondence, and welcoming and managing visitors
- Act as the main point of contact for the Board od Directors on logístical and administrative queries, documentation management, etc.
- Manage the Board of Directors SharePoint Intranet to ensure documents are up-to-date and appropriate permissions are granted
- Provide key administrative support, including preparing and assembling meeting packages, documentation creation, preparation, management, and distribution, manage document templates, maintain integrity of all documentation
- Coordinate cross-functionally across all departments and senior leaders to gather required information and documentation for meeting packages
- Own the organization and management of records keeping for meeting materials, including, shared OneDrive and Sharepoint, coordinating signatures, contract management

**Qualifications & Skills**
- Office Administration Diploma or related education, or equivalent experience
- Two (2)+ years experience in administration, executive assistance, or office management
- Strong attention to detail, and commitment to quality and efficiency
- Superior interpersonal skills and ability to support the needs of a cross-functional team, and varied stakeholders
- Ability to maintain the highest level of confidentiality and sensitivity
- Demonstrated ability to manage multiple, competing deadlines and priorities
- Ability to work proactively and anticipate needs
- Ability to manage high volume of administrative tasks, including document preparation, meeting and event management, organization, and collaboration
- Intermediate to advanced Microsoft Word, Excel, PowerPoint, and outlook skills, as well as previous experience with SharePoint and OneDrive
- Ability to adapt and manage in a quickly changing environment
- Experience establishing and maintaining standards for document management and retention
- Experience in a not-for-profit setting, through employment or volunteering, considered an asset

**Please note

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