Executive Assistant

**Employment Opportunity**
**Executive Assistant**

**Organization Overview**:
YWCA Edmonton is a powerful voice for equity and has been leading social change and progress for
women, families and gender-diverse individuals in the capital region since 1907. Part of an international
movement, YWCA Edmonton is a trusted provider of services, programs and advocacy work that
transforms lives and helps build a stronger, healthier, and equitable community for all. We provide
education and services to thousands every year through leadership programs, counselling, outdoor
education, healing retreats and supporting people with disabilities.

**Job Summary**:
The Executive Assistant plays an essential role in supporting the Chief Executive Officer, Board of
Directors, YWCA projects, and the Leadership Team. This position performs a wide variety of
administrative support tasks ranging from complex to routine. It requires people skills, flexibility and
above average organizational skills. This is a unique and key position in the organization which essentially
combines the skills of an executive assistant and a project coordinator. The YWCA culture and workplace
is busy, demanding and rewarding.

**Employment Type**:
This is a full-time position working 37.5 hours per week, with flexibility to accommodate business
needs. Occasional evening and weekend work may also be required.

**Responsibilities**:
**Chief Executive Officer**
Maintain and support the office of the Chief Executive Officer (CEO) including the following:

- Ensure the CEO is provided with appropriate documentation and information required

to participate in and/or lead meetings and functions.
- Prepare, organize, and assemble all necessary agendas, minutes, documents,

presentations, and speaking notes in a timely manner.
- Coordinate and manage the CEO’s schedule.

information.
- Arrange travel plans for the CEO and Board members when required.

**Board of Directors**
- Manage all documents required by the Board of Directors, ensuring accuracy and

relevancy.
- Manage BoardEffect board management platform for all board and committees

including posting meeting packages and maintaining document libraries.
- Work closely with the Board President and Secretary and serve as the staff support to

the Board of Directors, as needed.
- In conjunction with the appropriate Board members, prepare and/or disseminate all

Board meeting documents.
- Record Board meeting minutes.
- Responsible for filing and retaining Board documents in electronic and paper form.
- Help maintain YWCA membership information and distribute renewal notices when

needed.
- Support the work of the Board committees.
- Responsible for all board and committee meeting logistics including location,

technology for virtual attendance and catering.
- Assist with Board/Committee projects, events, and task forces as required.
- Assist the CEO in organizing the Annual General Meeting.
- Assist with board and committee recruitment process.

**Leadership Team**
- Coordinate Leadership Team meetings, build agendas, provide required meeting

documents, record and distribute meeting minutes.
- Assist in the coordination and compilation of department reports for board meetings.

**Administrative Duties**
- Manage Parking Stall Requests and liaise with building management on parking stall

assignments.
- Responsible for external bookings for Cushing House and Bellamy Salon including

preparation of rental agreements and communication with external groups.
- Prepare CEO monthly VISA reconciliation.

**Other Duties**:

- Liaise with YWCA Canada and YWCAs of Alberta as needed.**
- Other duties as assigned.**

**Qualifications**:

- A Bachelor’s degree or equivalent combination of education and experience
- Previous experience in a senior administrative level
- Ability to effectively prioritize dynamic work load
- Proficiency in Microsoft Office, Excel and BoardEffect (or other board management software)
- Attention to detail and accuracy
- Strong customer service skills
- Excellent problem-solving skills
- Ability to maintain confidentiality
- A clear Criminal Record Check conducted within the past six months.

**Equal Opportunity Commitment**:
For over a century, YWCA Edmonton has been dedicated to creating a community in which everyone has
an equal opportunity to achieve their full potential. We know that creating an equitable world requires
diversity of thought and equity for all. We stay true to our mission by welcoming the unique contributions
committed to maintaining a workplace environment that demonstrates a culture built on the fundamental
principles of inclusion, diversity, equity, accessibility, and safety.

**Acknowledgment**:
YWCA Edmonton acknowledges that we are on the traditional land of Treaty 6 Territory and the Metis
Homeland of Region 4. The footsteps of diverse Indigenous peoples have marked this territory from time
immemorial — First Nations, Metis, Inuit, and now settlers from around the