Executive Assitant - Jobs in Halifax, NS

Job Description

Title: Executive AssistantReports to: President & CEOPosition Status: Full TimeSalary: $40,000 to $50,000 annual salaryStart Date: ASAPLocation: YMCA of Greater Halifax/DartmouthHalifax, Association Services OfficeThe YMCA is a place where everyone belongs, we are committed to providing equal opportunities for all, in a welcoming space that is both nurturing and fun – 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 of career development. You will be part of a team that provides children, youth, and adults of all ages reach feel a sense of belonging to their community.The Opportunity:This position is critical to ensuing the smooth running of the back-office support of our YMCA and the wider Atlantic Region. Reporting directly to the CEO, this role will be the friendly and professional face of the office interacting with board members, donors, and staff. This varied role that touches on many elements of non-profit delivery and governance 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 as part of caring team.Responsibilities include:

• Travel arrangements: make travel bookings for the CEO, senior leaders and volunteer, and guests, ensuring travelers are well informed of arrangements, process travel expense claims.
• Calendar management: oversee the CEOs and regional lead’s calendars, booking and adjusting meetings as required. Schedule recurring meetings, anticipate conflicts and required adjustments.
• Meeting support: assist with internal meetings including team, board of Director and regional meetings. Preparation and distribution of and details, preparing agenda and pre-read materials, take accurate minutes and track action and agenda items, set up meeting logistics, ensure meeting chair is prepared.
• Event coordination: coordinate external event arrangements including annual AGM and support for events in association with other YMCA departments.
• Office management: oversee day to day needs of the office ordering stationary, liaising with building maintenance, sorting incoming correspondence, general IT support and manning reception welcoming guests.
• Board support: act as point of contact for the board on logistical and administrative queries.
• General administration: provide administrative support as required such as document preparation, template management, re-directing correspondence and document support.
• Record keeping ensure clear and accurate records are maintained and accessible to those who require them. This includes minute taking, maintaining shared documents, tracking certifications and contact management.

Qualifications and Skills:

• Degree, diploma in Office Administration or related program, or equivalent combination of education and experience, with a strong
• 2+ years of administrative experience with demonstrable evidence of experience linked to the role’s responsibilities
• Experience in not-for-profit setting, through employment or volunteering, would be an asset
• Strong attention to detail and commitment to quality and efficiency
• Superior interpersonal skills and ability to establish rapport
• Sensitivity to confidential matters is required.
• Demonstrated ability to manage multiple, competing deadlines and priorities
• Self motivated with proved ability to work proactively with limited supervision
• Intermediate to Advanced Microsoft Office Suite, spreadsheets, database maintenance
• Flexibility to work irregular hours as required for meetings, events, etc. (i.e. early morning/late evening/weekend).

We Offer:

• Participation in Comprehensive Group Benefits and Pension Program
• Strong Work Life Balance Programs (i.e. Paid Personal and Vacation Days)
• Individual & Family YMCA Membership options
• Access to discounted childcare/program

Note: Successful candidates will be required to provide a current and satisfactory Criminal Record Check/Vulnerable Sector Check, Child Abuse Registry Check, and proof of valid First Aid and CPR training. Employees will be required to attend YMCA Child Protection Training.Apply TodayPlease apply online at http://www.ymcahfx.ca/job-postings/ by July 27, 2022We look forward to hearing from you!The YMCA of Greater Halifax/Dartmouth is an equal opportunity employer that values the diversity of people and communities and is committed to excellence and inclusion in our Association. We are committed to an environment that is barrier free. If you require accommodation during the hiring process, please inform us in advance to arrange reasonable and appropriate accommodation. Applicants are encouraged to self-identify.Quick Apply

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