Office Manager - Vancouver, Canada - YMCA of GREATER VANCOUVER

YMCA of GREATER VANCOUVER

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted:

March 24, 2023

Position Title:

Office Manager

Location:

New Westminster YMCA (620 Royal Avenue, New Westminster)

This position works fully in-person at the reception desk

(Occasional travel as required to visit other YMCA sites and locations)

Terms:

Permanent, Full-Time

Hours of Work:

8AM - 4PM, Monday to Friday (1 hour lunch break)

Start Date:

As soon as possible

Salary:

$50,000 to $65,000, plus benefits

Reports to:

Board Governance Administrator

Benefits:

Typical 7 hour work day / 35 hour work week
Extended Health and Dental Benefits
Competitive paid vacation time off
Paid sick time and leaves
YMCA Staff Membership
Business Casual
Training and Professional Development Opportunities
Employee Assistance Program
Be part of a charitable organization that positively impacts the community

Nature and Scope:

Major Responsibilities:

**_
Reception Desk/Executive Calendar Management/Administrative Office_**- Plans, organizes and coordinates all administrative aspects of the Executive's office functions.

Manages the CEO's calendar, contact address book, set up meetings and prepare the CEO for internal and external meetings (agendas, conference calls, prepare research and supporting documents).
Manages all functions of the Association Services reception desk, including greeting internal and external stakeholders, answering phone calls, sending and receiving courier, and ordering office inventory and supplies
Liaises with Leadership Team, on behalf of the President & CEO, and the Board.
Arranges detailed travel reservations (i.e. air, hotel and transportation).
Collects and coordinates expenses and receipts for CEO as required and completes expense reports.
Assists with other projects, as needed.
Maintains Bring Forward (BF) system and organize and maintain an effective filing system
Maintains confidentiality of information
Other related administrative and office support

_ Board Support duties_

Supports the Board Governance Administrator with activities of the Board of Directors and its committees including: room and equipment booking, catering and refreshments, notifications to board, committee members, Leadership Team, and internal/external presenters
Sends out notices of meetings along with material related to agenda items to members, news media and other interested parties
Other related administrative board support

Qualifications/Experience:

Minimum College diploma/ Associate degree in Business administration or other relevant area.
Minimum 3 years recent, related secretarial/administrative experience supporting senior level management
Planning, prioritization and organization skills to ensure that tasks are completed; work well under pressure
Experience working for an executive at the President & CEO level in a non profit organization is an asset
Time management skills to plan, manage and coordinate activities
Attention to detail and decisionmaking skills to respond to highpressure situations
Demonstrate ability to handle confidential/sensitive information requiring high levels of diplomacy, sensitivity and confidentiality;
Establish and maintain effective working relationships
Ability to work independently and follow through on assignments with mínimal direction
Ability to meet deadlines, established objectives with multiple interruptions
Ability to exercise considerable judgment in working within the scope of their authority.
Excellent communication skills verbal and written
Strong problemsolving and analytical skills and the ability to handle multiple responsibilities effectively
The YMCA has implemented a mandatory COVID19 vaccination policy requiring all staff and volunteers to be fully vaccinated

Situation:

YMCA BC is a charity dedicated to strengthening the foundations of community, by nurturing the potential of children, teens & young adults, promoting healthy lifestyles, fostering a sense of social responsibility and delivering lasting personal & social change to grow in spirit, mind, and body.

Since January 2023, YMCA of Northern British Columbia, YMCA-YWCA of Kamloops and YMCA of Greater Vancouver are officially one association, with one mission to strengthen our impact for communities across British Columbia.

We are YMCA BC - Even Stronger Together.

This transition marks a new chapter in our long-standing history of building communities, transforming lives, and connecting people of all ages, stages, backgrounds and abilities, to unique opportunities to learn, grow, and reach their potential.

YMCA BC provides services in health, fitness & aquatics, child care, camping, employment & community services to over 150,000 participants annually.

Competencies:

Leading Self: