Administrative Assistant

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EMPLOYMENT OPPORTUNITY

Title: Administrative Assistant

Department: Integrated Youth Services - Community Programs

Classification: Full Time, Salaried, Non-Management

Hours: 37.5 hours per week

Location: This role is based out of Halifax and Spryfield, NS.

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 individuals.

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 strong 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. Take a chance and apply. Tell us how you can make a difference through your YWCA.

Program Overview

Integrated Youth Services (IYS) is an international and pan-Canadian movement that takes a community-led, partnership-based approach to support for youth ages 12-25. Anchor Youth Spaces provide timely, coordinated access to a wide range of programs and services. IYS reduces barriers, promotes early intervention, and integrates wraparound supports such as mental health and addictions care, primary health, social services, and peer supports.

Key Responsibilities:

• Support the daily operations of a youth-focused mental health and social services setting, ensuring a welcoming and inclusive environment, for youth, caregivers, and community partners.
• Provide front line reception, answer phones, direct clients and visitors, and ensure staff are notified.
• Deliver administrative support including typing and data entry (reports, letters, notes, minutes), processing mail/email, and coordinating team communications within a multiservice environment.
• Establish and maintain office filing systems, manuals, and records.
• Coordinate logistics for clinics, events, and meetings (rooms, equipment, catering), and support operational tasks such as travel bookings, expense recovery, gathering payroll or finance related information, and office supply inventory.
• Contribute administrative and logistical support for IYS programming and other community initiatives.
• Uphold facility policies and procedures, maintain positive public relations, actively anticipate and troubleshoot issues, and ensure smooth day-to-day operations.
• Contribute to IYS committees, planning, development, team building, research, evaluation, and quality improvement.
• Engage in regular performance appraisals, required trainings, and professional development.
• Other related duties in support of the team, as assigned.

Qualifications and Requirements

• High school diploma or GED and completion of a recognized Office Administration, Business, or Secretarial Diploma Program required; training in Medical Terminology considered an asset.
• Minimum 2 years of relevant experience required; preference for experience in youth serving, health, or community-based organizations.
• Experience and skill in relating to adolescents and young adults strongly preferred with an awareness of trauma informed practice.
• Experience working with people who bring diverse lived experiences, including 2SLGBTQIA+ youth, Indigenous peoples (First Nations, Inuit, and Métis), racialized communities, newcomers, people with disabilities, and others with intersecting identities.
• Proficiency in MS Office suite, scheduling software, and database programs, and office equipment.
• Minimum keyboarding skills of 60 wpm required (maximum 4 errors).
• Strong organizational, communication, and time management skills, with attention to detail and ability to manage multiple deadlines in a fast paced environment.
• Demonstrated initiative and self-motivation, with the ability to work independently or collaboratively as part of a team.
• Strong judgment and discretion in handling confidential and sensitive information, consistent with best practices, professional ethics, and applicable privacy legislation.
• Competency in additional languages would be considered an asset.

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.

If interested, please submit your resume and cover letter.

Job Type: Full-time

Expected hours: 37.5 per week

Benefits:

• Dental care
• Extended health care
• Paid time off

Application question(s):

• Are you legally entitled to work in Canada?

Work Location: In person