CharityVillage

Office & Executive Coordinator - YWCA Canada

Apr 23, 2024
Toronto, Ontario

About Us: 

YWCA Canada is a leading voice for women, girls, Two-Spirit and gender diverse people. For 150 years, we’ve been at the forefront of a movement: to fight gender-based violence, build affordable housing and advocate for workplace equity. We work to advance gender equity by responding to urgent needs in communities, through national advocacy and grassroots initiatives. Local YWCAs invest over $258 million annually to support over 330,000 individuals across the nation. Today, we engage young leaders, diverse communities, and corporate partners to achieve our vision of a safe and equitable Canada for all. 
  
www.ywcacanada.ca 
https://twitter.com/YWCA_Canada 
www.facebook.com/ywcacanada 

About the role 

Reporting to the Director of Human Resources, you will be responsible for coordinating the day-to-day operations of our office, ensuring that everything runs smoothly and efficiently. From overseeing office supplies and equipment to coordinating meetings and events, you'll be the backbone of our organization, keeping us organized and on track. You will also provide administrative support to our CEO, helping to prioritize tasks, manage deadlines, and streamline communication both internally and externally. 

This is a dynamic role where no two days are the same. You'll have the opportunity to collaborate with colleagues across the organization, contribute to strategic initiatives, and make a tangible impact on our work to promote gender equity and social change.  

Office administration

  • Coordinates the office day-to-day operations, including designing procedures to support an efficient and fair use of the office.  
  • Serve as the first point of contact for internal and external stakeholders, answering phones, responding to inquiries, and directing requests to the appropriate person or department. 
  • Maintain office supplies, equipment, and inventory, ensuring that all items are stocked and in working order. 
  • Coordinate office logistics, including meeting room reservations and desk reservation, and maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. 
  • Assist with various administrative tasks as needed, demonstrating flexibility and adaptability in a fast-paced environment with shifting priorities.   

Events & Travel 

  • Supports and coordinates internal and external team events and meetings (ex. Team meetings, off-sites, learning events)  
  • Provides travel and expense support for the senior leadership team, including booking accommodations, arranging transportation, and processing expense reports. Travel for other team members might be required as well.   

CEO Support/Executive Support 

  • Effectively and proactively manages the CEO’s calendar and their relationship with internal and external stakeholders, such as making informed decisions to prioritize and maximize CEO’s daily schedule 
  • Organizes and prepares meetings, including agenda and deck preparation and creation, taking meeting minutes and circulating with the senior Leadership Team 
  • Ensures the CEO receives all documentation and reports in advance for review in preparation for all meetings. 
  • Attends meetings to take minutes and action notes, and provides support.
  • Arranges and coordinates information flow and gathering of speaking notes to the CEO before speaking engagements, media events and networking engagements. 
  • Provides administrative support as needed to the other members of the Leadership Team   

HR support  

  • Supports with onboarding tasks 
  • Supports HR in creating guidelines and policies for Office safety, and maintains and records incidents and escalates them to HR and the Executive Office.  
  • Coordinates culture and employee recognition initiatives to increase team engagement 

Requirements: 

  • 1-2 in a similar position – Office administration, Admin Assistant, Executive Assistant.  
  • Strong communication skills 
  • Strong organizational skills and attention to details 
  • Experience working with sensitive information with complete confidentiality 
  • Excellent political acuity, tact and empathetic diligence 
  • Has the ability to develop new process, resolve issues, optimize workflows and make operations more efficient 
  • Proficiency in MS Suite 
  • Proficiency with project management tools, Zoom, and Slack is an asset 
  • First Aid certification is an asset. Otherwise, willingness to get certification within the first three months of employment.  
  • Bilingual (French & English) is as asset   

Why work with us 

  • Impactful Work: Join a team that is passionate about creating positive change and making a difference in the lives of women, girls, two-spirit and gender diverse people, and communities across Canada. 
  • Inclusive Culture: We celebrate diversity and value inclusivity in our workplace. Your unique talents, perspectives, and experiences are embraced and respected here. 
  • Opportunities for Growth: YWCA Canada is committed to supporting the professional development and growth of our employees. We offer $3000/year for professional development, and opportunities for advancement within the organization. 
  • Great Benefits: Enjoy benefits that prioritize your well-being and work-life balance: 
  • Competitive and equitable salary: We offer a competitive salary that reflects your skills, experience, and contributions. 
  • Health Benefits: Enjoy full benefits for you and your dependents with a supplemental $2000/year healthcare spending account, access to telehealth through Maple, and an Employee Assistance Program. 
  • Paid Time Off (PTO): We offer 4 weeks of vacation per year, which increases after 3 years of service (to a maximum of 8 weeks), and 18 Wellness & Emergency days per year. 
  • Holiday Closure and Summer Fridays: We offer Summer Fridays in July and August, and a 1-week office closure between Christmas and New Year, that are additional time off. 
  • Employer Matching Pension Plan: Secure your financial future with our employer matching pension plan.  
  • Parental leave top-up: We understand the importance of family and support our employees during significant life events. Our parental leave top-up program provides up to 90% top up for 15 weeks of maternity leave and up to 35 weeks of parental leave.    

Interview Process

  • 30 minutes call with HR: this will be over video call to discuss your background, YWCA Canada, the role and answer some of your initial questions.  
  • 45-60 minute interview with the manager (Director, HR) and the Project Manager, Executive Office. 
  • 30-minute interview with the CEO.  
  • Background/reference check: We will ask you for a few professional references and do a background check as part of our due diligence.  
  • Offer   
At every step of the process, we like to let candidates know if they will be moving forward or not. Candidates in the first step of the process should expect a response within 4 weeks. Candidates in the following steps, can expect a reply within 2 weeks.   
 
The successful candidate will be committed to working from an anti-oppression, feminist perspective. We encourage women from racialized and/or newcomer, gender diverse, non-binary and/or gender fluid, 2SLGBTQIA+ First Nation, Métis and Inuit, immigrant, refugee, BIPOC, and people living with disabilities to apply. 

Accommodations 

YWCA Canada is an equal opportunity employer committed to providing a workplace free from harassment and discrimination. We value diversity and inclusion and are committed to creating an inclusive and welcoming environment for all.  

If you require accommodation at any stage of the application or interview process, or want more information on our accommodation policies, please contact HR at careers@ywcacanada.ca. We will work with you to meet your needs in a timely manner. 
This job is from CharityVillage
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