Position Title: Executive Administrative Assistant (1-year Temporary)

Reports To: Chief Executive Officer

Pay Grid: $21/hour (Part-Time 17.5 hours)

Department: Association Services

Our Culture:

YMCA of Medicine Hat 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 Medicine Hat, 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 Medicine Hat?

Reporting to the CEO, the Executive Admin Assistant plays an important and diverse role at the YMCA. This temporary contract position, covering a leave of absence, offers a unique chance to provide more than administrative support. The ideal candidate 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 Strong Kids Campaign

- Promoting and/or attending YMCA events

- Contributing to a positive and healthy workplace culture

- Other duties to assist the team, as assigned

SAM Standards

· Achieve all quality standards and targets established under YMCA best practices and the YMCA’s SAM 2.1 program

· General cleaning as required around the facility

· Ensuring all staff are aware of SAM 2.1 standards, and work with them to create a culture of excellence in adherence to guidelines and expectations outlined by the SAM 2.1 manual

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 Medicine Hat

525 2nd Street SE

sharon.hayward@medicinehatymca.ca