Overview:

As one of the largest charitable community service organizations in Canada, the YMCA of the National Capital Region responds to critical social needs in the community and works to provide lasting solutions. Serving thousands of people across our region annually, we are a leader and valued partner in creating a vibrant and healthy community where everyone belongs and can reach their full potential. This position requires a commitment to the Y mission and core values of responsibility, honesty, caring, respect, and inclusion, which form the foundation of all Y programs and services.

Working for the Y:

Are you looking to use your skills and unique gifts to make a real difference in your community? The YMCA of the National Capital Region is a great workplace committed to diversity, equity, and inclusion, where different backgrounds, experiences, and identities are appreciated and celebrated. The YMCA provides hundreds of employees with meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. We recognize the contributions of our staff through innovative practices, great benefits, and growth opportunities. Whether you are starting out in your career or a seasoned professional, you will find many exciting opportunities to achieve your personal and career goals. Some of the benefits of working for the Y include:

What we offer:

At the Y, you will be part of a vibrant and diverse network of people whose shared vision is to change lives and make our communities home to the healthiest children, teens, adults, and families.

Our competitive wage and benefit package include:

• Free Y membership.
• Discounted Y program fees (including health & fitness programs, child care, and camps)
• Up to 25 vacation days per year, including two float days and one birthday vacation for full-time, permanent staff
• Health and dental insurance for full-time, permanent employees
• Long-term disability and life insurance for full-time, permanent employees.
• Workplace pension plan available for full-time, permanent employees
• Extended Maternity leave benefits to all our staff for up to 6 more months after the year of leave.
• Access to an Employee Assistance Program including free, immediate, confidential assistance and counselling for you and your family members for mental and physical health, financial advice, among other 12 suites of services

What do you offer?

The Executive Assistant (EA) will function as a team member responsible for administrative duties within Corporate Services, offer superior communication skills, and have the ability to work within a flexible schedule, as required.

Reporting to the President and CEO, the EA provides support to the President and CEO, the Board of Directors, and the Corporate Services team in a variety of areas. The EA will be tasked as well with supporting the needs of the various Board subcommittees.

The successful candidate will demonstrate a personal commitment to and understanding of the Y’s mission, vision, and values.

Some of the tasks of this position include:

• Provide administrative and clerical support to the President and CEO and the members of the Board of Directors using excellent time management and organizational skills
• Attend monthly meetings and take minutes
• Coordinate the CEO’s meeting and travel schedule
• Provide support to the CEO with respect to Board Governance
• Prepare the monthly agenda based on the Board’s calendar
• Prepare Board orientation material
• Collect, write, assemble, and distribute material for Board packages
• Support the Board committees and VP Team meetings, including preparing the agenda, distributing the agenda, recording meeting minutes, and organizing catering arrangements
• Coordinate all aspects of the Y’s Annual General Meeting
• Manage and coordinate all organization-wide CEO communications and events, including administering staff surveys, and maintaining and organizing the staff directory
• Prepare meeting notes, documents, presentations, and publications, and support formal and informal communication between the CEO and staff members
• Collect and file all governance-related minutes, reports and legal agreements, and contracts
• Support the Financial Department and assist with data entry and statistical reporting when needed
• Assist with Association philanthropy initiatives
• Participate in broader Y association activities (committees, events, etc.)

What qualifications and abilities are we looking for?

At the YMCA of the National Capital Region, we strive to ensure our employees are a fit based on their strengths, interests, and future goals.

The successful candidate will have the following:

Education

• Post-secondary Certificate or Diploma in Human Resources

Language

• Fluent in English, oral and written skills essential
• Bilingualism (French/English) is an asset

Experience, Abilities & Skills

• Minimum 3 years experience in an executive administrative position supporting senior staff
• Strong writing, analytical, and critical thinking skills, and the ability to synthesize and present complex data
• Strong verbal and interpersonal communication skills, diplomacy, good judgment, and confidentiality
• A high degree of independence and initiative and tolerance for ambiguity
• Experience working with, and managing the transmission of, sensitive and confidential information
• Ability to manage a number of projects simultaneously, through well-developed project management and organizational skills with high attention to detail
• Excellent technical skills in all MS Office Suite products, including Word, Outlook, Excel, and PowerPoint
• Demonstrated ability in working effectively in a collaborative team culture
• A high degree of professionalism and confidentiality are required in this role
• Experience and sensitivity in dealing with members of different cultural and racial backgrounds, including visible and non-visible dimensions of diversity

Additional Requirements:

• Applicants must already have a valid permit to work in Canada.
• Criminal Reference Check for the Vulnerable Sector, not more than 6 months old is required
• Annually all staff must complete the mandatory training for Protecting Children, Youth, and Vulnerable Persons, and submit the certificate of completion.

Core Competencies:

• COMMITMENT TO Y VISION AND VALUES: Demonstrates and promotes a personal understanding of and appreciation for the mission, vision, strategic outcomes, and values of the Y
• CONFIDENTIALITY, PRIVACY, AND INTEGRITY: Demonstrates responsible behaviour at all times and maintains high ethical standards.
• COMMUNICATION: Communicates in a thorough, clear, and timely manner and supports information sharing and goal achievement across the Association.
• PROBLEM-SOLVING: Identifies an issue, gathers and processes information, comes up with possible solutions, selects appropriate responses, and implements them.
• QUALITY FOCUS: Ensures that success criteria for self, staff, and programs are set, reviewed, and regularly surpassed to provide excellent service delivery.
• TEAMWORK: Participates actively in a team for organizational effectiveness. Creates an atmosphere of trust amongst all team members.
• CONCERN FOR HEALTH AND SAFETY: Acknowledges and understands how to manage and educate others about risk and harm reduction.
• CREATIVITY AND INNOVATION: Plans and implements quality programming in a developmentally appropriate environment

About diversity and inclusiveness at the Y:

Inclusiveness is a part of our core values and we are committed to ensuring the diversity of the people and communities we serve and as well as our staff. We welcome candidates from racialized groups, invisible minorities, Indigenous People, women, persons with disabilities, and persons who identify as 2SLGBTQ+.

How to apply?

All internal applicants must inform their supervisor of their intention to apply for the position. Internal applicants can apply only after completing the probationary period of their current job unless approved by People and Culture.

Applications must be submitted to the YMCA of the National Capital Region, and all cover letters should be addressed to Laurie Mezger. Please send applications to People & Culture Specialist, Laurie Mezger (peopleandculture@ymcaottawa.ca)

Thank you for your interest. Only those selected for an interview will be contacted.

The YMCA of the National Capital Region is committed to being an Equal Opportunity Employer.

Please advise in advance if you require any accommodation during this process. We believe all people have the right to live free from discrimination or harassment of any kind.