Executive Assistant

YWCA Halifax; Halifax; On-site; CAD 45,000 - 50,000; Full time

Job summary

YWCA Halifax is seeking an Executive Assistant to provide high‑level administrative and workflow support to the Interim Chief Executive Officer. The role focuses on information management, prioritizing executive workflows, and coordinating communications to enable strategic leadership at the 358 Herring Cove Road office.

Responsibilities include managing the CEO’s email and calendar, organizing briefings, tracking follow‑ups, and coordinating travel and meetings.

Qualifications

• Diploma or degree in Business Administration, Office Administration, Public Administration, or related field.
• 3–5 years of progressively responsible administrative or executive support experience.
• Experience supporting senior leaders or executives.
• Experience in a complex organizational environment.
• Proficiency with Microsoft 365 apps and collaboration tools (Word, Excel, PowerPoint, Teams).
• Advanced Microsoft Outlook proficiency.
• Calendar and meeting management expertise.
• Document preparation and records management experience.
• Strong organizational systems and workflow management.
• Nonprofit experience is an asset.

Responsibilities

• Maintain the Executive Office information management system including director status exchanges, briefing notes, action tracking, risk logs, and reporting materials.
• Serve as primary support for the CEO’s email and information management; review inbox daily and draft routine correspondence.
• Schedule meetings, manage calendars, protect focus time, and coordinate travel and meeting logistics.
• Process expense claims, prepare finance documentation, and handle travel-related paperwork.
• Maintain follow-up logs and accountability tracking for CEO priorities and organizational deadlines.
• Provide project coordination for organizational initiatives and maintain status updates.

Skills

Executive support

Calendar management

Email management

Communication

Organization

Education

Business Administration / Office Administration degree

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

Job description

Position Title: Executive Assistant

Department: Operations

Reports to: Interim Chief Executive Officer

Job Classification: Full-Time – 35-37.5 hours per week / Term Position (up to 12 months)

Location: 358 Herring Cove Road

Salary Band: $45k-$50k annually

Deadline: October 16th, 2026

YWCA Halifax is committed to diversity, and we welcome all suitably qualified applicants from all backgrounds to apply. YWCA Halifax is governed by, employs, and serves diverse individuals and community members. Self-identification by applicants does not guarantee an interview but we want you to know that we understand that lived experience of racialization, Indigeneity, disAbility, and gender diversity are their own knowledge and expertise. We value this expertise and consider it as we discern who to interview.

YWCA Halifax is a progressive, multi-service, not-for-profit organization dedicated to improving the lives of women, girls, two-spirited and gender diverse people and their families at critical turning points in their lives. We work to transform lives by providing a continuum of services and programs that drive lasting positive change. We strive to change the underlying issues that are root causes of inequality, violence, poverty, and homelessness. Our four program focus areas include: promoting the health, wellness, and leadership of women and girls; advancing women’s economic and housing security; delivering quality, accessible, early learning, and childcare; and working to end violence against women, girls and gender diverse people.

Why work for the YWCA

Staff at YWCA Halifax enjoy a supportive and dynamic team environment, a commitment to staff growth, a connection to the national and international YWCA movements, learning from colleagues in a multiservice agency, and a strong shared vision.

Why YOU should apply

Even if you don’t have all the requirements listed in this position, you may be the right candidate. If you are a natural leader with a strong attention to detail and a passion for social justice and gender equity, we want to hear from you. Tell us how you can make a difference through your YWCA.

Position Overview

The Executive Assistant provides high-level administrative, organizational, and workflow support to the Interim Chief Executive Officer. The position is responsible for managing information flow, coordinating executive priorities, organizing communications, tracking follow-up actions, and handling administrative responsibilities on behalf of the CEO. By serving as a central point of organization and triage, the Executive Assistant ensures the CEO can focus on strategic leadership, organizational priorities, relationship development, decision-making, and executive oversight. This position functions as the primary administrative support to the CEO and acts as a trusted partner in managing executive workflow, communications, scheduling, and daily operations. The role also serves as the first point of contact for visitors arriving at the 358 Herring Cove Road administrative office and helps connect staff, partners, contractors, and visitors to the appropriate individuals.

Essential Duties of the Position:

• Maintain the Executive Office information management system, including director status exchanges, executive briefing notes, action tracking, strategic commitments, organizational risk logs, and Board/CEO reporting materials. Prepare monthly executive summaries highlighting emerging issues, decision points, opportunities, and follow-up actions requiring CEO attention.

Executive Information & Email Management

• Serve as the primary support person for the CEO’s email and information management processes.
• Reviewing and organizing the CEO’s email inbox daily.
• Sorting correspondence based on urgency and required action.
• Identifying high-priority items requiring immediate attention.
• Preparing daily and/or twice-daily email summaries highlighting: urgent matters, decision items, upcoming deadlines, reports requiring review, follow-up requests.
• Creating and maintaining email filing systems and rules.
• Identifying items that can be archived, delegated, or tracked for later follow-up.
• Drafting routine correspondence for CEO review.
• Tracking outstanding responses and commitments.

Executive Calendar and Time Management

The Executive Assistant is authorized to schedule meetings on behalf of the CEO within established parameters.

• Scheduling and coordinating meetings.
• Managing calendar conflicts and competing priorities.
• Protecting focus time and strategic work blocks.
• Organizing meeting logistics and materials.
• Coordinating travel arrangements as required.
• Preparing meeting agendas, briefing materials, and supporting documents.
• Monitoring invitations and recommending acceptance, decline, or delegation based on established priorities.

Executive Administration and Expense Management

• Processing expense claims and reimbursements.
• Preparing and submitting required finance documentation.
• Reconciling supporting documentation and receipts.
• Coordinating corporate credit card reporting requirements.
• Managing travel-related paperwork and approvals.
• Preparing forms requiring executive signatures.
• Maintaining executive records and filing systems.

Follow-Up, Action Tracking, and Accountability Management

• Support implementation of CEO priorities by maintaining systems for follow-up and accountability.
• Tracking commitments made by the CEO.
• Maintaining executive action item logs.
• Monitoring organizational reporting deadlines.
• Requesting overdue reports and documents.
• Tracking SMT action items and commitments.
• Maintaining follow-up systems to ensure deadlines are not missed.
• Coordinating reminders and status updates.

The Executive Assistant may request reports or information that have already been assigned or approved by the CEO but does not direct the work of directors or managers.

Executive Project Coordination

• Provide coordination support on organizational initiatives and strategic projects.
• Tracking project timelines and milestones.
• Organizing project meetings.
• Coordinating documentation and records.
• Gathering background information and supporting materials.
• Preparing briefing notes and executive summaries.
• Maintaining project tracking tools and status updates.

Reception and Office Support

• Serve as the primary administrative presence within the 358 Herring Cove Road office.
• Greeting visitors and guests.
• Answering the administrative office door.
• Directing visitors to the appropriate staff member.
• Coordinating meeting arrivals and logistics.
• Responding to routine inquiries.
• Supporting office organization and administrative functions.
• Advance the vision and mission of YWCA Halifax
• Other duties as delegated by the CEO.

Qualifications and Experience:

• Diploma or degree in Business Administration, Office Administration, Public Administration, or a related field.
• Minimum three to five years of progressively responsible administrative or executive support experience.
• Experience supporting senior leaders or executives.
• Experience working in a complex organizational environment.
• Experience with and strong skills in Microsoft 365 applications and collaboration tools, including Microsoft Word, Excel, PowerPoint, and Teams..
• Advanced Microsoft Outlook proficiency.
• Calendar and meeting management expertise.
• Document preparation and records management experience.
• Strong organizational systems and workflow management skills.
• Experience within a nonprofit organization is considered an asset.