Administration position

The YMCA of Regina is a non-profit charity open to all. We are dedicated to building strong kids, strong families and strong communities. We focus our program delivery on our three pillars of service: health and fitness, community development, and childcare.

We are looking for an experienced Administrative Assistant for our Board of Directors. This role reports directly to the CEO and supports the Board of Directors and its sub-committees. This is a part-time role working 20-25 hours per week and you will need flexibility to work evenings as required to attend the board and committee meetings.

Roles & Responsibilities:

• Meeting Coordination
  o Schedule and coordinate board meetings, including setting agendas, booking venues, and arranging necessary logistics.
  o Prepare meeting materials such as presentations, reports, and agendas in collaboration with executive leadership.
  o Ensure all board members receive meeting invitations, updates, and relevant information in a timely manner.
• Meeting Support
  o Attend board and committee meetings and provide administrative support, including taking minutes, recording decisions, and following up on action items.
  o Assist with the preparation of meeting follow-up materials, such as meeting summaries and resolutions for distribution to board members.
• Communications and Correspondence
  o Manage communication channels between board members, executive leadership, and external stakeholders.
  o Draft and distribute official correspondence, including meeting notifications, announcements, and other communications as needed.
• Document Management
  o Maintain accurate and up-to-date records of board meeting minutes, resolutions, policies, and other relevant documents.
  o Organize and manage electronic and physical filing systems for easy access and retrieval of board-related documents. Board Member Support
  o Provide administrative support to board and committee members.
  o Assist with board member orientation, training, and onboarding processes

Job Requirements:

•  Previous experience in administrative support, executive assistance, or board support roles preferred.
• Excellent organizational skills with the ability to multitask and prioritize effectively.
• Strong written and verbal communication skills, including the ability to draft professional documents and correspondence.
• Proficiency in MS Office suite (Word, Excel, PowerPoint) and experience with virtual meeting platforms.
• Discretion and professionalism in handling confidential information and sensitive matters.
• Attention to detail and accuracy in record-keeping and document management.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to work evenings as required for board and committee meetings.
• Criminal Record Check prior to first day of work and dated no more than 3 months before hire date.

The YMCA of Regina is an equal opportunity employer and provides a competitive total rewards package. Applicants with high standards for performance are encouraged to apply online to careers@regina.ymca.ca. In application, please provide a cover letter, resume and 3 professional references.