Part-Time Executive Administrative Assistant
Position Title: Part-Time Executive Administrative Assistant
Reports To: Chief Executive Officer
Pay Grid: $21.00 / hour
Department: Association Services
Our Culture:
YMCA of Southeastern Alberta strives to integrate our commitment to diversity and social inclusion in all that we do. We believe that strong leadership is created through the sharing of diverse experiences and perspectives. We actively seek candidates who embody these principles and who reflect the many dimensions of the communities we serve. We are a charitable organization that provides health and fitness opportunities, employment services, licensed childcare, and various community programs in Medicine Hat, Redcliff, and Brooks. When you work at the YMCA, you’ll play an important part in building strong, thriving communities while positively impacting people’s lives. Join our team at the Y, a place where everyone belongs — including you!
Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day, demonstrating our values in action.
We do the right thing.
We are caring, respectful, honest, and responsible in all that we do.
We put people first.
We believe in each other – honouring our strengths, diversity, perspectives, and passions.
We keep our promises.
We do what we say we will do.
We lead by example.
We are courageous, speaking with conviction and always willing to listen and collaborate.
What qualifications are we looking for?
At the YMCA of Southeastern Alberta, we strive to ensure our employees are a good fit based on their strengths, interests, and future goals.
The successful candidate will have the following:
Education/Certifications/Credentials/Professional Registration
Post-secondary administrative diploma (or equivalent) with a minimum of 2 years of experience as an administrative assistant
Standard First Aid, CPR-Level C
Evidence of a clear Police Information Check (with Vulnerable Sector Search if applicable), within the last six months
Must have a valid driver’s license with a class 07 automobile insurance coverage business use (or pleasure with occasional business use) and a minimum of $2,000,000 in liability coverage
Knowledge & Skills
Ability to work in a fast-paced, complex organization with multiple diverse business units (i.e., fitness, aquatics, child care, employment, community programs, etc.)
Fluent in MS Office suite (testing to be conducted during interview)
Excellent written, verbal, and interpersonal skills
Knowledge of the non-profit and charitable sectors is an asset
Strong leadership and project management skills
Excellent organizational and time management skills
Must be a great collaborator who works well in a team environment, but can also be self-directed and personally accountable to meet deadlines and achieve results
Ability to problem solve and take initiative
Understanding of privacy legislation and ability to maintain confidentiality
Detail-oriented, consistent, and reliable
What does this role look like at the YMCA of Southeastern Alberta?
Reporting to the CEO, the Executive Admin Assistant plays an important and diverse role at the YMCA. Providing more than administrative support, the ideal candidate for this position will excel in supporting the CEO in her oversight of multiple, diverse business units, with the ability to complete tasks independently and lead projects/initiatives as needed.
The responsibilities and duties of this role will include but is not limited to:
Customer Service
Respond to phone calls/emails within 24 business hours
Assist the CEO in responding to calls/emails, as needed
Provide occasional coverage for reception desk to cover coffee breaks
YMCA Values
Demonstrate and promote a personal understanding of and appreciation for the mission, vision, and values of the YMCA and its programs and services
Demonstrates appropriate behaviors in line with our Mission, Vision and Values as reflected in our YMCA competencies; takes a member focused approach to increase their understanding of programs offered across the Association.
Teamwork
Work effectively within the Association Services team, contributing to its overall success by:
Promoting the YMCA’s annual Y Connect Campaign
Promoting and/or attending YMCA events
Contributing to a positive and healthy workplace culture
Other duties to assist the team, as assigned
Standards that Shine
Achieve all quality standards and targets established under YMCA best practices and the YMCA’s Standards that Shine
General cleaning as required around the facility
Ensuring all staff are aware of Standards that Shine, and work with them to create a culture of excellence in adherence to guidelines and expectations outlined by the Standards that Shine
Interpersonal/Communication Skills
Communicate effectively with coworkers, supervisors, managers, and the senior leadership team
Ensure workplace conflicts are resolved quickly, following YMCA policies and procedures
Draft professional communications such as letters, memos, briefing notes, emails, etc.
Prepare professional slide decks for presentations, as needed
Promote a positive workplace culture that follows the YMCA’s core values of honesty, responsibility, caring, respect, and inclusion.
Quality of Work
Confidential management of the SharePoint site used by CEO including setting and monitoring permissions, uploading files, organizing materials, etc.
Calendar/appointment management
Organize and compile various materials needed for the CEO’s daily meetings and appointments
Email and voicemail account management
Mail management, including going to the post office, booking couriers, etc.
Book travel and accommodations
Format, re-format, and/or re-size documents, creating templates and forms, following all brand guidelines
Prepare and distribute meeting agendas, materials, and packages using various platforms including MS Word, MS Teams, Adobe Acrobat Pro, Excel, PowerPoint, etc. by established deadlines
Record meeting minutes and distribute to attendees
Create reports or presentations using the information provided by the CEO or using programs such as Adobe Acrobat Pro, MS Word, etc.
Complete basic reports for CEO review and approval
Manage all credit card receipts and complete credit card reconciliations by established deadlines
Compile and proof-read documents
Book and set up rooms and AV equipment for meetings
Order refreshments/food for meetings, including picking items up when needed
Digital and paper filing, organization, management, and maintenance
Assist in programming equipment such as photocopiers, postage meters, radios, etc.
Act as backup administrator for the organization’s various security alarm accounts
Assist with committees and/or event planning, as directed by the CEO
Data entry, as required
Other administrative duties, as required
Assist the CEO with other projects, as needed.
Compliance with Legislation and YMCA Policies and Procedures
Adherence to the following at all times:
YMCA Child Protection and Operational Polices and Procedures
Public health and safety regulations
Occupational Health and Safety
Work Environment and Physical Demands
Shared office space located on the main floor
Stairs to the basement, as needed to access storage, offices, additional washrooms, staff room, etc.
Sitting at a desk and using a computer for most of the day
From time to time, you may need to lift boxes of files weighing up to 20 lbs.
May be exposed to all weather conditions when walking outside to/from post office/vehicle.
May be exposed to all weather conditions when using a vehicle for occasional business purposes (e.g., dropping a parcel off at the post office).
Please Apply:
With a cover letter, resume, and 3 references (email addresses and phone numbers) who can attest to your character and previous work and/or volunteer performance.
Please send application packages to:
Sharon Hayward, Chief Executive Officer
YMCA of Southeastern Alberta
525 2nd St SE
Sharon.hayward@medicinehatymca.ca