Executive Assistant & Board Liaison

Who We Are

Founded in 1889, YWCA Hamilton is known as one of Hamilton’s original social innovators and works from a feminist, anti-racist, and anti-oppressive framework. We are dedicated to strengthening women’s and girl’s voices, broadening their choices, building dynamic leadership and providing essential services that promote safe, inclusive and equitable communities.

YWork for us?

At YWCA Hamilton, we are intentional about fostering a workplace culture that values positive physical and emotional well-being through our values of Intersectional Feminism, People Centred, Belonging, Responsibility, and Partnerships. We invest in our employees so that we can bring our values into the communities in which we live. We offer our employees:

• On-the-job training and professional development opportunities
• Childcare discounts
• Opportunities to get involved in our community
• A competitive total rewards package

If you’re passionate about making a positive impact in the lives of women, children, and families every day, we would love for you to join our team!

Position Description

The Executive Assistant and Board Liaison keeps communication and events between the Board, committees and staff running smoothly. This role is responsible for confidential administrative support to the CEO and Board of Directors by providing administrative support including managing calendars, appointments, conference calls, itineraries, travel, and coordinating meetings. The Executive Assistant and Board Liaison will also demonstrate a high level of professionalism, confidentiality, composure and flexibility when faced with managing multiple conflicting priorities, while collaborating with other departments.

Job Code:   5-HAD-2025 

Department: Central Administration 

Reports to: Senior Manager, Administration

Location: Hamilton, ON 

Hours of Work: 37.5 Hours / Week

Start Date: TBD 

Posting Date: May 5, 2025 

Supporting the CEO

• Manage an extremely active calendar of appointments for the CEO including prioritizing inquiries, requests and managing conflicting appointments;
• Schedule and organize regular meetings and functions, and assist in preparing agendas;
• Take meeting minutes as assigned and post to the shared drive;
• Compile, create, modify and generate statistical reports;
• Produce from rough notes or instructions a variety of materials including presentations, reports, minutes of meetings, invitations, and correspondence, often utilizing confidential information;
• Draft and proofread a range of internal and external correspondence on behalf of the CEO;
• Assist CEO with preparation for events, meetings, media, funder and other stakeholder engagements;
• Identify and discuss non-routine and/or contentious items with CEO to discuss action required and relay instructions to appropriate area;
• Receive visitors and phone calls from a variety of internal and external sources, handle routine matters on own initiative and refer others to CEO or appropriate business area;
• Receive, review and prioritize incoming emails, referring materials to Directors for action as appropriate and following up on outstanding items;
• Receive, compile and produce a first draft of each CEO report to the Board and other documents as needed;
• Work in a highly confidential and risk minimal manner.

Board Liaison

• Maintain Board distribution lists and contact information, send out and track annual;
• Policy Review, Conflict of Interest Forms and Disclosure Forms, and update Board;
• Information with Federal and Provincial funder as required;
• Organize Board and multiple board committee meetings (in-person and virtual) including logistics (meeting space, catering), coordinate and prepare relevant meeting materials;
• Ensure reports and relevant meeting materials are received from internal staff in atimely manner, review and post to the board portal;
• Administer confidential information for the agency, including highly sensitive personnel, political and/or labour relations information;
• Responsible for reporting calendar to board, ensuring timelines are met, documents prepared, etc.;
• Responsible for accurate minute taking during Board meetings; produce post-meeting reports in a timely manner;
• Keep track and call attention to follow-up items from meetings and other pending issues;
• Ensure the corporate files and board portal are current with all board material and meeting dates; post relevant document in a timely manner;
• Maintain discretion and confidentiality in relationships with all board members.

Administrative & Logistics Support

• Represents the YWCA Hamilton and always maintains outstanding public relations skills and a professional image in the community;
• Nurtures and forms meaningful internal and external working relationships and partnerships;
• Ensure compliance with YWCA’s policies, procedures, mission, vision and values;
• Fosters a safe and healthy work environment; ensures employees comply with health, safety standards that meet or exceed legislated requirements;
• Supports YWCA Hamilton mission, vision and values;
• Perform other duties as required.

Working Conditions:

• Works 37.5 hours per week;
• Work evenings and weekends as required;
• Ability to travel within the Hamilton and Halton Region.

Qualifications

• A diploma or degree in Administrative Studies, Business Administration, or equivalent education, training and experience;
• A minimum of 6 years’ relevant experience of which at least 4 years have been spent in executive support to C-Level Executives, Boards and
• Committees preferably in a high-volume non-profit organization;
• Demonstrated understanding of executive administrative processes and procedures;
• Excellent organizational skills and detail oriented;
• Able to prioritize tasks, work under pressure and meet deadlines;
• Excellent professional deportment and ability to maintain composure when managing multiple conflicting priorities for multiple stakeholders;
• Excellent problem solving and analytical abilities; proactive in anticipating needs, potential problems and adept at mitigating risk;
• Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction;
• Strong emotional intelligence, including the ability to build trust and rapport in relationships with those from diverse backgrounds, be fully accountable for the impact of actions on others, and listen respectfully;
• Proficiency with MS Office Suite;
• Experience with Board management software an asset;
• Working from a feminist, anti-oppressive /anti-racist perspective with a deep commitment to racial equity and justice, and strong alignment with our organizational values;
• Must provide a current Criminal Record Judicial Matters Police check or willing to obtain at own cost;
• Excellent verbal and written communication skills, as well as interpersonal skills;
• Ability to work evenings and weekends as well as travel within Hamilton and Halton region;
• Driver’s license and access to a vehicle is required;
• Bilingual English/French or other languages will be considered an asset.

As part of YWCA Hamilton’s commitment to Access and Equity, we strive to represent the diverse communities that we serve. Individuals who are women, First Nations, Métis, immigrant, refugee, LGBTQ2S+; individuals with disabilities; and individuals from racialized communities or other marginalized communities are encouraged to apply.  

Accommodations are available throughout the recruitment process. Please inform us of any accommodation requests.

Please Note: Personal information collected during the recruitment process will only be used for employment opportunities only in accordance with the Freedom of Information and Privacy Act. Only applications from individuals eligible to work in Canada will be considered. 

Thank you for your interest in YWCA Hamilton. Only those selected for further consideration will be contacted. 

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