This position provides professional, confidential senior-level administrative support to the CEO and the Senior Manager, Governance and Executive Operations.   

What you’ll be doing: 

This is an exciting opportunity to help advance our mission to boldly envision a just and equitable world for women, families and allies. Working as a trusted partner to the CEO, the Executive Assistant is the liaison for all matters pertaining to the CEO’s Office, ensuring the smooth and efficient operation of the YWCA’s leadership and governance. The Executive Assistant draws on their initiative and independent judgement in managing the CEO’s schedule and activities, proactively managing the CEO’s calendar, communications and commitments in a complex, fast-paced environment. This role is exposed to all facets of the YWCA Metro Vancouver’s governance and operations and delivers impact through exceptional management of the CEO’s Office.   

• Works closely with the CEO to keep them informed of upcoming commitments and responsibilities, consistently following up to enable effective time management and adjusting when necessary. Uses deep knowledge of schedule, YWCA communities and priorities to anticipate and proactively address and resolve issues, often under tight deadlines. 

• Proactively manages the CEO’s calendar with an eye to the efficient use of the CEO’s time and effective prioritization of tasks, scheduling and prioritizing meetings, preparation of meeting materials and agendas, catering orders, room bookings and set-up / take-down.   

• Acts as the initial point of contact for both internal and external communications for the CEO’s Office, including engagement with staff, Board members, donors, clients, community members and government officials.  

• Communicates directly and professionally on the CEO’s behalf and partners with the CEO in developing strong internal and external relationships. Ensures clear and accurate information is presented to the CEO at the appropriate cadence depending on the information or request.  

• Monitors and responds to incoming correspondence, tracking urgent or high-priority items for CEO response, responding to or redirecting requests as appropriate, and communicating in a direct and professional manner on behalf of the CEO.  

• Supports the Senior Manager, Governance and Executive Operations with Board, Committee meeting administration, including meeting calendar invites, catering, room set up, preparation of Board meeting packages and minute taking. 

• Supports the Senior Manager, Governance and Executive Operations with annual Board processes, including board director recruitment, onboarding and administration of Board evaluation surveys. 

• Works closely with the VPs and Leadership Teams to organize internal and external meetings and provides administration support as needed.  

• Coordinates administration of YWCA Vancouver’s voting membership and Annual General Meeting planning and preparation. Manages member requests, registry of members and related communications.  

• Coordinates and compiles a variety of documents including correspondence, memos and reports, including department and CEO reports to the Board.  

• Coordinates travel arrangements and reservations for the CEO and Board as required. 

• Maintains and updates management and Board SharePoint, ensuring all documents are current and appropriately signed and filed. 

• Manages administration of online board governance platform and internal shared Leadership Team files and ensures all documents are current and appropriately filed. Responsible for training new Board members and members of the VP and Leadership Teams on the Board platform and troubleshooting as needed.  

• Prepares, approves and submits monthly expense reports for the CEO and ensures accurate completion of timecards. 

• Identifies and implements process improvements to enhance the efficiency of administrative function for CEO’s office.  

• Supports administration of organization-wide initiatives (e.g., performance measurement, standards and accreditation, etc.) as needed. 

• Provides recommendations and leads implementation of new processes and administrative practices to enhance operational efficiency. 

• Assists with other departments, organizational and Board events, special projects and research as required. 

• Other duties as required.  

What you’ll need: 

• Our ideal candidate embodies exceptional organizational skills, attention to detail and thrives managing a wide range of competing responsibilities in a fast-paced environment. You have highly developed interpersonal skills to effectively relate with peers, management, Board members and external parties. Proven professionalism, diplomacy, tactfulness and an enthusiastic disposition are necessary attributes. A team player, you are proactive and self-motivated, and can also work well independently with minimal supervision.   

• Strong proficiency in MS Office, including Outlook, Word, Excel and PowerPoint, SharePoint and One Drive. 

• A minimum of 2 - 3 years’ experience in an administrative role; experience providing senior-level or executive support is an asset. 

• Discretion and tact in handling sensitive and/or confidential information.  

• Strong verbal and written communication skills.   

• Commitment to building a highly inclusive, collaborative workplace and culture. 

• A valid clear criminal record check (including working with vulnerable populations) is required.  

What we offer:  We offer our eligible employees the following benefits as part of their total compensation package: 

• extended medical and dental benefits  

• a defined benefit pension plan 

• flexible working arrangements for applicable positions 

• Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members 

• free membership to our Health + Fitness Centre, discounts at our YWCA Hotel and priority in YWCA Child Care centres 

• a workplace that prioritizes employee health, safety and wellbeing, including many learning and growth opportunities such as our staff mentorship program and three equity committees who help to support our goals towards achieving meaningful equity and inclusion. 

• Pay rate: $34.33