Number of Vacancies: 1

Type of Contract: Permanent

Hours of Work: 37.5 Hours/Week

Compensation: $25.66-$26.70/Hour

Job Code: 4-HAD-2026

Start Date: TBD

Department: Central Administration

Location: Hamilton ON

ABOUT US

Founded in 1889 YWCA Hamilton is known as one of Hamiltons original social innovators and works from a feminist anti-racist and anti-oppressive framework. We are committed to providing meaningful and accessible services that create opportunities to amplify voices and co-create gender-inclusive and equitable communities.

YWORK FOR US

Grounded in our core values of intersectional feminism people-centered approaches belonging shared responsibility and strong partnerships our work is guided by the belief that lasting change can be created together. YWCA Hamilton envisions an equitable world where women (cis and trans) girls Two-Spirit and gender-diverse people have the rights and resources to shape their own lives and lead their communities. Join us in taking bold action that leads to life-changing impacts in our community.

AS A YWCA HAMILTON EMPLOYEE YOU GET

• On-the-job training and professional development opportunities
• Childcare discounts
• Opportunities to get involved in our community
• A competitive total rewards package that may include extended health benefits and paid sick time (eligibility criteria applies)

If youre passionate about making a positive impact in the lives of women children gender diverse people and families every day we would love for you to join our team!

RESPONSIBILITIES

The Administrative Assistant supports the efficient operation of the Executive Office and Central Administration team by providing administrative scheduling and coordination support to senior leaders while assisting with general office functions. The role helps ensure smooth day-to-day operations effective communication and organized coordination of executive activities meetings and organizational initiatives.

KEY RESPONSIBILITIES:

Provide calendar management and scheduling support for executives and senior leaders coordinating meetings resolving scheduling conflicts;

Support the executive team with administrative and coordination tasks including meeting logistics material preparation meeting agendas presentations and supporting documentations taking meeting minutes as required and follow-up on leadership action items;

Coordinate organizational hospitality and recognition activities including ordering flowers gifts and arrangements for staff milestones acknowledgements and special events;

Assist with travel coordination for executives including itinerary preparation booking arrangements and supporting documentation for expenses where required;

Responsible for the timely and accurate processing of expenses and invoices through the central administration office;

Provide front desk and reception support including greeting visitors responding to phone and in-person inquiries and directing visitors or calls to appropriate staff;

Support the management of incoming mail courier deliveries and general inquiries ensuring timely distribution and responses;

Assist with meeting room coordination and preparation including bookings meeting setup and basic technology support when required;

Responsible for coordinating electronic booking and keys for 5R rooms and supporting electronic booking for Front Desk Staff as needed;

Supports departments with the ordering and distribution of department and program supplies;

Coordinate corporate account administration including communication and follow-up with vendors and suppliers;

Maintains office and emergency telephone directories up to date and distributes accordingly;

Provide event and meeting logistics support for leadership meetings staff events and organizational initiatives including word processing data entry and research as needed;

Assists with administrative support across departments and leadership teams during peak periods or special projects;

Contribute to the continuous improvement of administrative processes and coordination practices to enhance organizational efficiency;

Works safely reports all workplace hazards and follows all YWCA Hamilton Health and Safety policies and procedures

Familiar with and adheres to the Occupational Health & Safety Act (OHSA) Workplace Safety Insurance Board Act (WSIB) Human Rights and Employment Standards Act (ESA);

Participates in annual Health & Safety training provided by the YWCA Hamilton;

Attends and participates in staff/team meetings;

Ensures compliance with YWCA Hamilton policies and procedures;

Maintains high level of confidentiality/privacy when working with client information;

Understands emerging trends leading practices industry professional standards;

Supports the YWCA Hamilton mission vision and values;

Performs other duties as required.

WORKING CONDITIONS:

Works 37.5-hour work week;

Travel may be required within the Hamilton and Halton Region.

Ability to use frequent medium to heavy physical effort: lifting up to 22.7 kg (50 lbs.) bending and stooping.

QUALIFICATIONS

Diploma or certificate in Office Administration Business Administration or related field or an equivalent academic and/or work experience;

24 years of administrative experience;

Experience supporting senior leaders or executives is an asset;

Customer service support in a professional environment is considered an asset;

Experience with calendar management meeting coordination and executive administrative support;

Experience supporting organizational events meetings or internal coordination activities.

Excellent written and verbal communication skills with strong attention to details;

Proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint) and experience managing calendars and scheduling tools;

Occasional flexibility may be required to support meetings or organizational events outside regular business hours;

Must be able to lead and work from a feminist anti-racist / anti-oppressive perspective for operations and strategic planning;

Must provide a current Criminal record Judicial Matters or willingness to obtain at own cost;

Ability to work independently with minimal supervision and also work effectively in a team;

Drivers license and access to a vehicle is an asset;

Bilingual English/French or other languages an asset.

As part of YWCA Hamiltons 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 if you require accommodation please reach out to

Personal information collected during the recruitment process will only be used for employment opportunities in accordance with the Freedom of Information and Privacy Act. Only applications from individuals eligible to work in Canada will be considered. YWCA Hamilton may use AI tools to screen assess or select applicants during the hiring process.

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

Please visit our careers page to see more job opportunities.