Executive Assistant- YMCA BC

Date Posted : March 8th, 2024

Position Title : Executive Assistant to the President & CEO

Location : New Westminster YMCA (620 Royal Avenue, New Westminster)

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

Terms : Permanent, Full-Time

Start Date : As soon as possible

Salary : $60,000 - $75,000 per year

Reports to : President & CEO

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

About YMCA BC :

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, over 55 communities across BC.

Nature and Scope :

Reporting to the President & CEO, the Executive Assistant provides integral support to the President & CEO, the Executive Leadership Team, and the Board Governance Administrator.

Demonstrated organizational ability, proactivity and reliability are critical in this position. The successful candidate will have strong communication and interpersonal skills as an effective ambassador of the YMCA to internal and external stakeholders.

Major Responsibilities :

Executive Administrative support / Office management

• Plans, organizes and coordinates the administrative aspect of the Executive’s office functions.
• Responsible for CEO’s calendar management and scheduling of varying complexity including coordination and prioritization of meetings in-person, and remotely across multiple time zones using online meeting platforms.

In addition to maintaining contact address book, set up meetings and prepare the CEO for internal and external meetings (agendas, conference calls, prepare supporting documents as needed).

• Conducts research to prepare CEO for external meetings (i.e. government and community leaders).
• Sends out communications for internal staff and external stakeholders
• Prepares and drafts power point presentations and other presentations as required.
• Reviews documentation and correspondence prepared for executive signature for format, content, grammar, spelling, and makes edits as necessary.
• Arranges detailed travel reservations (i.e. air, hotel and transportation).
• Collects and coordinates monthly purchase card expenses, receipts, and mileage for CEO and completes expense reports. Oversees CEO approval of Executive Leadership Team expense reports and timely submission to Finance Department.
• Ensures all deadlines are met, including project tracking, information gathering, report production, etc.
• Maintains a Bring Forward (BF) system and organize and maintain an effective filing system
• Maintains confidentiality of information, and demonstrates discretion and judgment
• Assists with other related projects, as needed.

Executive Leadership Team Administrative Support duties

• Liaises with Leadership Team, on behalf of the President & CEO.
• Schedules and attends weekly Executive Leadership Team meetings (sends meeting invites, prepares agenda, captures action minutes, and maintains action log)
• Maintains, with the assistance of the Executive Leadership Team, the ELT Work Plan.
• Coordinates the logistics of Executive Leadership Team meetings, workshops, events, as directed by the CEO
• Supports documentation and material development, as directed by the CEO (powerpoint, word or excel)

Board Support duties

Provides support to the Board Governance Administrator, with activities of the Board of Directors, providing administration assistance, logistical support, and back up coverage as needed.

Qualifications / Experience :

• Minimum College diploma / Associate degree in Business administration or other relevant area.
• Minimum 3 5 years recent, related secretarial / administrative experience supporting senior level management
• Experience working for an executive at the President & CEO level in a non profit organization is an asset
• Demonstrated expertise in windows-based applications including exceptional knowledge of Outlook, Microsoft Office Suite (Word, PowerPoint, and Excel).
• Outlook calendar management will be critical
• Planning, prioritization and organization skills to ensure that tasks are completed; work well under pressure
• Ability to be proactive and identify needs before they arise
• Demonstrate interpersonal skills and proficiency in business vocabulary
• Attention to detail and decision-making skills to respond to high-pressure situations
• Demonstrate ability to handle confidential / sensitive information requiring high levels of diplomacy, sensitivity and confidentiality;
• Prepare clear, concise and accurate documentation
• Establish and maintain effective working relationships
• Ability to work independently and follow through on assignments with minimal 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 problem-solving and analytical skills and the ability to handle multiple responsibilities effectively
• Successful candidates will be required to provide a current and satisfactory Criminal Reference Check / Vulnerable Sector Search issued no later than six (6) months preceding your start date

YMCA BC is committed to creating an inclusive, accessible environment where all members of our community feel valued, respected, and supported.

We encourage applications from the diverse communities in which we live and serve, including but not limited to people of colour, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity.

We have established policies, procedures, and practices to meet accessibility standards throughout the hiring process. Should you require any accommodation throughout the recruitment process, please do not hesitate to contact our Human Resources People Services department.

Competencies :

In addition to bringing a commitment to the YMCA vision and values, the candidate should possess the following competencies :

Leading Self

• Evolve in Professional Capability Commit to being better
• Achieve Excellence and Authenticity Show up with the best version of you

Leading Others

• Develop the Potential in Others Help people grow and lead
• Create a Culture of Connection Build bridges between people and partners

Leading Mission

• Think and Act Strategically Make good decisions and act on them
• Make an Intentional Impact Advance the strength and cause of the Y

Application Process :

Internal Applicants : Please apply online through the ADP Workforce Now Career Center.

External Applicants : Please apply here.

Please submit your cover letter and resume.

Application Deadline : March 18th, 2024