Executive Assistant

The YMCA of Southwestern New Brunswick is a charity offering opportunities for personal growth, community involvement and leadership. As a member of our executive staff team you will play an essential role in the day to day operations and governance of the YMCA. You will be responsible to ensure the executive office runs smoothly and effectively while demonstrating and following our mission and vision within the YMCA.

Position Overview

As Executive Assistant you will assist the President and CEO on a daily basis providing administrative support to ensure efficient operations within the office, with Board of Directors, and supporting committee meetings. This is a critical role within the YMCA. You will support the President and CEO, the two Board of Directors and other members of the leadership team through a variety of tasks related to organizational success. Responsibilities include taking minutes; managing calendars; making travel arrangements, meeting and event arrangements; preparing reports: completing research and collecting data. You will ensure that all administrative duties are completed accurately and delivered with high quality, and in a timely manner.

Core Responsibilities

• Manage and maintain calendars, schedule and coordinate meetings, appointments and travel arrangements for the President and CEO, senior leadership and staff.
• Provide strategic initiative support to all departments as needed to reflect the strategic development within the YMCA.
• Issue cell phones to employees, set up new users and maintain inventory.
• Maintain annual compliance with Imagine Canada accreditation for both the YMCA and Endowment.
• Ensure complaint tracking tool and policy is up to date and provide annual report to senior management team and Board of Directors.
• Ensure the timely distribution of material to the Board and operational committees for all scheduled meetings. Attend, record, compile, transcribe and distribute minutes of meetings.
• Prepare meeting packages for both Boards and all committees as well as workplans and calendar invites.
• Ensure that all Board of Directors and operational committee member's volunteer files are accurate and up to date.
• Prepare and Plan both annual AGM's for the Y Board and the Endowment Board. As well as obtain proxies and manage/keep voting member lists.
• Support the Board of Directors and committee members with meeting, travel and other arrangements as needed.
• Answer phone inquiries using a professional and courteous manner and direct phone inquiries to the appropriate staff members for both the CEO and administration IVR line.
• Ordering and maintaining office supplies.
• Prepare and modify documents including presentations, correspondence, reports, emails and mail.
• Prepare agendas, minutes and other documents for leadership meetings on a quarterly basis and senior leadership on a monthly basis.
• Coordinate the ordering and distribution of uniforms and maintain inventory.
• Forward incoming general e-mail inquiries to the appropriate department.
• Other duties as assigned.

Skills & Qualifications

• Degree, diploma in Office Administration or related program
• 2+ years of administrative experience with demonstratable evidence of experience linked to the role's responsibilities
• Experience in not-for-profit setting, through employment or volunteering, would be an asset
• Full comprehension of office management systems and procedures.
• Ability to multitask and prioritize daily workload with minimum direction.
• Requires strong computer and Internet research skills.
• Strong attention to detail and commitment to quality and efficiency
• High level of verbal and written communication skills with excellent interpersonal skills.
• Flexibility in your daily routine and working hours – at times you will be required to work evenings.
• The ability to work well with all levels of internal management and staff, Board members, key officials and volunteers.
• Sensitivity to confidential matters is required.
• Employment is contingent on having a clean Criminal Record Check with Vulnerable Sector Search.

What We Offer

• Professional Development: Ongoing training and skill-building opportunities.

• Perks: YMCA membership, flexible hours

• Supportive Environment: Work with a team that values growth and career progression.
• Paid personal "Y Day" and uniform allowance.
• Benefits: Eligibility to enroll in the YMCA's benefits and pension plan.
• Competitive Compensation: $40,000–$46,000.

(Starting salaries are based on skills and experience and typically fall between the minimum and mid-point of the range. The YMCA also offers opportunities for growth, regular reviews for progression, and the chance to make a meaningful impact in our community.)

Interested in Joining Us?

Interested candidates are invited to apply with us online at Careers | YMCA of Southwestern New Brunswick. We ask all applicants to submit their cover letter and resume. The YMCA of Southwestern New Brunswick appreciates the interest of all applicants; however, only those selected for interviews will be contacted.

Equal Opportunity Commitment

We value the unique perspectives and contributions of each individual and are committed to building an inclusive, diverse workforce.

Duty to Accommodate

The YMCA is committed to creating inclusive and accessible environments for all. If you require an accommodation at any stage of the application or employment process, we encourage you to let us know so we can ensure equitable opportunities for all