Executive Assistant - Halifax, Canada - YMCA of Greater Halifax/Dartmouth

YMCA of Greater Halifax/Dartmouth

Verified Company

Halifax, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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 preread materials, taking accurate and detailed meeting minutes, track action items and agenda items, distribute any postmeeting 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 daytoday 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 uptodate 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 crossfunctionally 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 crossfunctional 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 notforprofit setting, through employment or volunteering, considered an asset

**Please note