Administrative Assistant to the President & CEO (FT Permanent)

Ymcaottawa; Ottawa; On-site; CAD 48,000; Full time

Job summary

The YMCA of the National Capital Region seeks an Administrative Assistant to support the President & CEO. This full-time permanent role requires strong communication and organizational skills, with responsibilities including managing schedules, preparing documents, and coordinating meetings. The ideal candidate will have a commitment to the Y's mission and values, with at least three years of experience in an administrative role.

Qualifications

• Minimum 3 years’ experience in an administrative position supporting senior staff.
• Fluent in English, oral and written; Bilingualism is an asset.
• Experience working with sensitive and confidential information.

Responsibilities

• Managing and maintaining calendars for the President and CEO.
• Preparing and reviewing documents using Microsoft Office.
• Handling correspondence and monitoring the email inbox.

Skills

Communication

Analytical Thinking

Interpersonal Skills

Independence

Problem-Solving

Education

Post-secondary education in a related field

Tools

Microsoft Office Suite

Job description

Administrative Assistant to the President & CEO (FT Permanent)

Job Category : Executive

Requisition Number : ADMIN001478

Posted : March 14, 2025

Salary : $47,736 CAD per year

Locations

The YMCA is a charity that has been helping Canadians improve their lives since the first Y opened in 1851. Y programs are offered at more than 1,700 locations across Canada and help more than 2.25 million people annually become healthier in spirit, mind, and body. The YMCA of the National Capital Region proudly serves people of all ages, backgrounds, and abilities, and works to address critical social needs in our community. 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.

What do you offer?

The Administrative Assistant to the President and CEO will play a crucial role in supporting the CEO and ensuring the smooth operation of executive functions. This position requires an individual with superior communication skills, the ability to work within a flexible schedule, and a high level of professionalism. The Administrative Assistant will support the CEO by managing schedules, coordinating meetings, handling correspondence, and maintaining records. This role is responsible for preparing reports, presentations, and other documents, ensuring accuracy and confidentiality. Additionally, the Administrative Assistant will assist with planning and executing team events and meetings, handling logistics, catering, and coordination with external partners.

Some of the tasks of this position include :

• Managing and maintaining calendars, and coordinating meetings, conferences and travel arrangements for the President and CEO.
• Supporting the overall objectives of the senior management team with the coordination of meeting planning and materials.
• Preparing and reviewing documents using Microsoft Office, ensuring accuracy and consistency.
• Answering a central phone line, responding to inquiries, monitoring the email inbox, and redirecting calls and emails to appropriate team members.
• Typing and proofreading correspondence, forms, and other documents.
• Ordering office supplies.

What qualifications and abilities are we looking for?

The successful candidate will have the following :

• Education : Post-secondary education or equivalent in a related field.
• Language : Fluent in English, oral and written; Bilingualism is an asset.
• Experience, Skills and Abilities :
• Minimum 3 years’ experience in an administrative position supporting senior staff.
• Strong written, analytical and critical thinking skills.
• Excellent communication and interpersonal skills.
• High degree of independence and initiative.
• Experience working with sensitive and confidential information.
• Excellent technical skills in all Microsoft Office Suite products.
• Ability to manage multiple projects simultaneously.

Additional Requirements :

• Applicants must already have a valid permit to work in Canada.
• A Police Record check, not more than 6 months old is required.
• Annually, staff must complete the mandatory training for the protection of Children & Youth.

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.
• Problem-Solving : Identifies an issue, gathers and processes information, comes up with possible solutions, and implements them.
• Teamwork : Participates actively in a team for organizational effectiveness.

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 our staff. We welcome candidates from various backgrounds.

How to apply?

All internal applicants must inform their supervisor of their intention to apply for the position.

Thank you for your interest in joining the YMCA of the National Capital Region. We appreciate all applications. Due to the volume of applicants, we are only able to contact those selected for further consideration in the hiring process.

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