Manager – Executive Office

YMCA Northumberland; Cobourg; On-site; CAD 55,000; Full time

Job summary

A community service organization in Cobourg is seeking a Full Time Manager for the Executive Office. This role involves providing high-level governance support to the Board of Directors and facilitating effective leadership for the President & CEO. Responsibilities include managing the executive office functions, supporting compliance, and ensuring professional governance processes. Candidates should have significant experience in executive support and knowledge of nonprofit governance structures. A competitive benefits package is offered, including a salary of $54,600 annually.

Benefits

Complimentary family membership

Comprehensive benefits program

Qualifications

• Minimum five years of senior executive support or governance experience.
• Demonstrated experience supporting a Board of Directors.
• Experience in the nonprofit/charitable sector is an asset.

Responsibilities

• Serve as the main point of contact for the Board of Directors.
• Manage the President & CEO's calendar and correspondence.
• Lead the Association's policy governance system.

Skills

Strong writing and communication skills

Excellent judgment and discretion

Strong organizational skills

Analytical and problem-solving skills

Education

Post-secondary education in business administration or related discipline

Tools

Microsoft Office

SharePoint

Virtual meeting platforms

Job description

The YMCA Northumberland, located in Cobourg, is seeking a Full Time – Manager, Executive Office to join their team.

Position Summary:

Reporting directly to the President & CEO, the Manager, Executive Office is responsible for

providing high-level governance support to the Board of Directors and leading the coordination

of the Executive Office.

This position acts as the primary liaison to the Board, ensures excellence in governance

processes, supports compliance and policy frameworks, and plays a key role in enabling

effective leadership at the President & CEO and Senior Team level. The role is central to

maintaining the integrity, professionalism, and strategic functioning of the Association’s

governance and executive operations.

Job Duties:

Governance and Board Relations

Serve as the main point of contact for the Board of Directors and all Board Committees.

Lead the annual governance cycle, including the Annual Meeting, Board recruitment,

Director onboarding, evaluations, and governance planning.

Prepare Board and Committee agendas, briefing packages, workplans, and official

minutes.

Maintain secure governance systems and the Board SharePoint portal.

Provide guidance on governance best practices, regulatory requirements, and direct

leadership to Imagine Canada Standards.

Executive Support To President & CEO

Manage the President & CEO’s calendar, schedule, travel, and meeting preparation.

Reconcile and process President & CEO’s monthly expense transactions.

Draft CEO correspondence, briefing notes, reports, and presentations.

Serve as the primary Executive Office contact in the President & CEO’s absence to

ensure consistent communication and follow‑up.

Support Executive Team meetings, action tracking, and cross‑association initiatives.

Policy Governance and Compliance

Lead the Association’s policy governance system, including development, review

schedules, and compliance tracking.

Maintain the organizational policy repository and ensure alignment with YMCA and

legislative standards.

Support compliance, ministry filing requirements, and elements of the enterprise risk

process.

Strategic and Administrative Support

Manage confidential corporate and governance records.

Coordinate capital project approval tracking with the CFO and Senior Leadership.

Support stakeholder, government, and community partner communications on behalf of

the Executive Office

Qualifications:

Post‑secondary education in business administration, governance, public administration,

nonprofit management, or a related discipline.

Minimum five (5) years of senior executive support, governance, or administrative

Demonstrated experience supporting a Board of Directors and working with nonprofit

governance structures.

Strong writing and communication skills, including drafting minutes, correspondence,

and briefing materials.

Excellent judgment, discretion, and ability to manage confidential and sensitive

information.

Advanced proficiency with Microsoft Office, SharePoint, and virtual meeting platforms.

Strong organizational, analytical, and problem‑solving skills with the ability to manage

Assets:

Experience in the nonprofit/charitable sector, preferably with a YMCA or similar

organization.

Familiarity with Imagine Canada Standards and accreditation frameworks.

Work Environment and Additional Requirements:

• Interaction with Board of Directors and Senior Management Team
• Primarily inside work
• Available to work a flexible workweek – occasional weekend hours required to meet mandatory deadlines and Association needs

• Travel may be required with a Valid Driver’s License
• Manual dexterity required to use desktop computer
• Satisfactory Police Record Check with Vulnerable Sector Screening
• Commitment to Vision and Values: Demonstrates alignment with YMCA’s mission and values

• Diversity and Inclusion: Values diverse perspectives and backgrounds
• Conflict Resolution: Addresses and resolves concerns promptly and constructively
• Analytical Thinking: Seeks out and applies innovative solutions
• Planning and Organizing: Effectively prioritizes tasks and sets clear goals
• Quality Focus: Committed to continuous improvement and excellence in service
• Tolerance for Ambiguity: Navigates uncertainty with composure and effectiveness
• Results‑Oriented: Takes initiative and delivers on expectations
• Self‑Management: Operates independently and manages own workload effectively

Additional Information:

Position Status: Full-time based on a 30-hour flexible work week

Cobourg YMCA Branch

Salary and Benefits: $54,600 annually

Benefits: Benefits package is available after six (6) months of

Pension: Optional inclusion in pension plan after 2 years continuous

employment; mandatory after 3 years continuous

employment

Reports To: President and Chief Executive Officer (President & CEO)

Why Work for the YMCA:

As a charitable organization, the YMCA values the contributions of its diverse teams. We

recognize the importance of providing meaningful opportunities that allow employees to grow

and thrive. At YMCA Northumberland, in addition to the wage compensation, we offer a

complimentary family membership, a comprehensive benefits program including extended

health and a competitive and robust pension program.

YMCA employees enjoy a vacation entitlement that increases with seniority, as well as other

paid entitlements. All employees have access to an Employee Assistance Program which

provides confidential counseling and referral services as well as preventative education.

Additionally, the YMCA understands the holistic needs of its employees is equally important

and attempts to support these goals by offering a variety of staff discounts on the programs

and services that support good health and strong families.

Organizational Overview:

As one of the largest charitable community service organizations in Canada, YMCA

Northumberland responds to critical social needs in the community and works to provide

solutions. By nurturing the potential of children, youth and adults, the YMCA connects people

to life‑building opportunities, to each other and enhances their quality of life. We foster social

responsibility and healthy living. The YMCA works collectively with community partners that

share the YMCA’s determination in strengthening the foundations of community for all people.

This position requires a commitment to the YMCA mission and core values of: Health,

Responsibility, Honesty, Caring, Inclusiveness and Respect, as well as a commitment to building

developmental assets in children, youth and adults.

Our approach to personal balance and flexibility supports employees to devote time to

personal matters. At times, the organizational business needs that arise will require employees

to work beyond their normal work schedule to fulfill accountabilities required in relation to

their job specific function. Together with our employees, the YMCA will work towards

maintaining balance and fairness.

Accessibility:

YMCA Northumberland is committed to creating an equitable, diverse and inclusive

environment where everyone feels a sense of belonging and that accommodates all individuals,

including those with disabilities. We support the goals of the Accessibility for Ontarians with

Disabilities Acts (AODA) and have established policies, procedures and practices which adhere

to the accessibility standards set out in the AODA. Should you require any accommodation

throughout the recruitment process please do not hesitate to contact our Human Resources

Department.

YMCA Northumberland is an equal opportunity employer. We welcome and encourage

applications from individuals of all backgrounds and believe that a diverse workforce

strengthens our Association and enhances our ability to serve our community.

How to Apply Here:

If you are interested in this position, please submit your cover letter and resume, along with

documentation to verify position requirements, by 5:00 p.m. on Friday December 19 th, 2025

to the attention of:

Lynne Caffin, Manager – Administration and HR

[e-mail]

We thank all applicants, however, only those considered for an interview will be contacted.