Position Title: Executive Assistant

Department: Operations

Reports to: Interim Chief Executive Officer

Job Classification: Full-Time – 35-37.5 hours per week / Term Position (up to 12 months)

Location: 358 Herring Cove Road

Salary Band: $45k-$50k annually

Deadline: October 16th, 2026

YWCA Halifax is committed to diversity, and we welcome all suitably qualified applicants from all backgrounds to apply. YWCA Halifax is governed by, employs, and serves diverse individuals and community members. Self-identification by applicants does not guarantee an interview but we want you to know that we understand that lived experience of racialization, Indigeneity, disAbility, and gender diversity are their own knowledge and expertise. We value this expertise and consider it as we discern who to interview.

YWCA Halifax is a progressive, multi-service, not-for-profit organization dedicated to improving the lives of women, girls, two-spirited and gender diverse people and their families at critical turning points in their lives. We work to transform lives by providing a continuum of services and programs that drive lasting positive change. We strive to change the underlying issues that are root causes of inequality, violence, poverty, and homelessness. Our four program focus areas include: promoting the health, wellness, and leadership of women and girls; advancing women's economic and housing security; delivering quality, accessible, early learning, and childcare; and working to end violence against women, girls and gender diverse people.

Why work for the YWCA

Staff at YWCA Halifax enjoy a supportive and dynamic team environment, a commitment to staff growth, a connection to the national and international YWCA movements,



learning from colleagues in a multiservice agency, and a solid shared vision.

Why YOU should apply

Even if you don't have all the requirements listed in this position, you may be the right candidate. If you are a natural leader with a strong attention to detail and a passion for social justice and gender equity, we want to hear from you. Tell us how you can make a difference through your YWCA.

Position Overview

The Executive Assistant provides high-level administrative, organizational, and workflow support to the Interim Chief Executive Officer. The position is responsible for managing information flow, coordinating executive priorities, organizing communications, tracking follow-up actions, and handling administrative responsibilities on behalf of the CEO.

By serving as a central point of organization and triage, the Executive Assistant ensures the CEO can focus on strategic leadership, organizational priorities, relationship development, decision-making, and executive oversight.

This position functions as the primary administrative support to the CEO and acts as a trusted partner in managing executive workflow, communications, scheduling, and daily operations. The role also serves as the first point of contact for visitors arriving at the 358 Herring Cove Road administrative office and helps connect staff, partners, contractors,



and visitors to the appropriate individuals.

Essential Duties of the Position:

- Maintain the Executive Office information management system, including director status exchanges, executive briefing notes, action tracking, strategic commitments, organizational risk logs, and Board/CEO reporting materials. Prepare monthly executive summaries highlighting emerging issues, decision points, opportunities, and follow-up actions requiring CEO attention.

Executive Information & Email Management

- Serve as the primary support person for the CEO's email and information management processes.
- Reviewing and organizing the CEO's email inbox daily.
- Sorting correspondence based on urgency and required action.
- Identifying high-priority items requiring immediate attention.
- Preparing daily and/or twice-daily email summaries highlighting: urgent matters, decision items, upcoming deadlines, reports requiring review, follow-up requests.
- Creating and maintaining email filing systems and rules.
- Identifying items that can be archived, delegated, or tracked for later follow-up.
- Drafting routine correspondence for CEO review.
- Tracking outstanding responses and commitments.

Executive Calendar and Time Management

The Executive Assistant is authorized to schedule meetings on behalf of the CEO within established parameters.

- Scheduling and coordinating meetings.
- Managing calendar conflicts and competing priorities.
- Protecting focus time and strategic work blocks.
- Organizing meeting logistics and materials.
- Coordinating travel arrangements as required.
- Preparing meeting agendas, briefing materials, and supporting documents.
- Monitoring invit

📌 Executive Assistant (Halifax Regional Municipality)
🏢 YWCA Halifax
📍 Halifax Regional Municipality