Strategic Executive Assistant to CEO — Nonprofit Ops

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

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.