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Executive Administrative Assistant
Join the YMCA Team!
Be the Spark! Join our passionate team and be the spark that ignites the potential in others.
Our culture is of paramount importance to us. We formally measure employee engagement annually to ensure our employees are having an excellent employment experience. Our current level of engagement is 80%, compared to some Canadian employer statistics of 69%.
YMCA of Southwestern Ontario was founded in 1856 and has over 200 locations from Goderich to Point Pelee, and Windsor to Woodstock. We are one of the largest not-for-profit providers of licensed child care in Canada and have over 100 school age programs across our regions. We also offer settlement services to newcomers, employment programs, mental health support, and youth programs. YMCA of Southwestern Ontario operates two overnight camps, one in Point Pelee National Park, and one on Beausoleil Island in Muskoka. We also have 15 Health & Fitness branches across Southwestern Ontario.
Position: Executive Assistant to the CEO and Senior Leadership Team
Location: Hybrid Model, may be working from home or location within our region
Start Date: June 2025
Compensation: $59,000 - $64,000
As part of your total compensation:
• Receive a complimentary YMCA membership to our Health & Fitness facilities, and discounts on YMCA child care and camp programs
• 10 paid vacation days, and up to 12 paid personal days annually
• Benefits package and Pension upon completion of qualifying period
• Be part of a caring and supportive network of people to help each other succeed
• Complimentary access to wellness and confidential counselling services
Schedule:
• This position operates within a busy, high-volume environment
• This position sometimes requires hours outside of regular business hours and hours will be adjusted accordingly
• Flexibility to manage a work schedule that will require attendance at early morning or evening or weekend meetings
In this role, you will:
• Support the work of the CEO, Board of Directors and Senior Leadership Team (SLT) utilizing excellent time management and organizational skills
• Be required to take initiative to direct the work of the CEO for board and committee related matters, and be responsible for the timely distribution of all meeting agendas, supporting documentation (minutes, reports, work plans, presentations), communication and correspondence related to proceedings of the Board, Board Committees and SLT
• Act as Secretary to the Board of Directors and to assume responsibility as custodian of the Association Minutes records and other official documents of the Association to support Board functioning and to meet requirements outlined in the Association By-laws. To review legislative changes affecting governance, to identify practices to update to the CEO, and to manage by-law and process changes
• Coordinate monthly Board, Committee and SLT meetings including agenda preparation/ distribution, recording of minutes, meeting logistics, and preparing draft correspondence
• Support the CEO, Board and Committee Chairs to set agendas and priorities for meetings; update committee mandates documents; track progress against the Association’s strategic plan; conduct Board related succession and performance surveys; support YMCA Board and Senior Staff in Board recruitment process; review governance guidelines for approval; prepare for the annual Board planning meeting; coordinate Board orientation and guest speakers
• Be a key point of contact within the CEO’s office, to respond to and proactively manage inquiries, requests, and complaints from staff, members, volunteers, Board members, and the public; to prepare routine correspondence as appropriate and to work with the CEO and other members of the Senior Leadership Team and the Association to ensure appropriate follow-up
Education and Skills Qualifications:
• 2-year post-secondary education in business/office administration or related field
• 3-years related work experience in a senior administrative position
• Excellent communication skills, both written and verbal
• Above average business computer skills utilizing MS Office, in particular Power Point, Excel and Word (long document management) email and internet applications.
• Proficient in pdf software such as Adobe Acrobat
• Responsible for scheduling meetings and appointments for the CEO, Board of Directors, Board Committee members and SLT as requested
• Regular travel between regional branches of the Association, as well as out-of-town travel 6-10 times per year is a requirement of the Executive Assistant
• Have a valid Class G driver’s license and a vehicle to travel to various YMCA sites across the region of Southwestern Ontario (mileage is subsidized).
• Legally entitled to work in Canada
Why The Y?
At the Y, our people are central to delivering our mission. We are committed to the development of healthy communities and welcome people of all backgrounds, beliefs, and abilities.
We provide valuable training and development opportunities to help our team members grow professionally and personally.
We look for the following qualities in all of our employees and volunteers:
• Demonstrates our Core Values; Caring, Honesty, Respect & Responsibility and Inclusivity
• Fun, Enthusiastic & Friendly Individuals
• Hardworking and Dependable
• Positive Role Model
• Team Player
• Professionalism
• Enjoy working in a Social Environment
• Ability to effectively communicate with Employees & Members
Employees and volunteers of YMCA of Southwestern Ontario are ambassadors for the Y both on and off the job. We rely on them to help share our mission and increase awareness of the positive impact the Y can have on the lives of people in their communities. Particularly how we are helping to create healthy children, healthy families, and healthy communities.
All employees and volunteers are required to provide a current satisfactory Criminal Record and may require a Vulnerable Sector Search as a condition of their employment. Police Record checks are reviewed on an individual basis, and the offense(s) - if any - is considered in the decision-making process in relation to the requirements of the position, therefore not eliminating all candidates with a record from being offered gainful employment.
We thank all applicants for their interest; however only those selected for an interview will be contacted.
NOTE: The YMCA of Southwestern Ontario is committed to providing a barrier-free environment for all stakeholders including our members/participants, employees, job applicants, suppliers, and any visitors who may enter our premises, access our information, or use our services. As an organization, we respect and uphold the requirements set forth under the Accessibility for Ontarians with Disabilities Act (2005), and its associated standards and regulations.
Candidates, please be advised that our recruitment process incorporates AI technology for initial application screening. This assists us in efficiently assessing qualifications. Rest assured, our recruiters will additionally review resumes to ensure a fair and accurate assessment is completed.
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