Executive Assistant

The Executive Assistant to the President & CEO plays a pivotal and highly trusted role in advancing our mission.


Job Description

This position performs advanced, confidential administrative and executive support work while serving as a strategic partner to executive leadership.


More than an administrative professional, the Executive Assistant is the organizational hub of the executive office - anticipating needs, managing priorities, strengthening relationships, and ensuring leadership can focus on mission impact. This role requires discretion, sound judgment, initiative, and the ability to think several steps ahead in a fast-paced, dynamic nonprofit environment.

Qualifications

• High school diploma or equivalent required.


• College degree in Business Administration, Communications, or related field preferred.


• Equivalent combination of education and relevant experience considered.


• Minimum 3-5 years of experience supporting senior leadership.


• Experience in nonprofit or volunteer-driven organizations strongly preferred.


• Demonstrated ability to manage complex calendars, projects, and multiple competing priorities.


• Proven experience handling confidential information with discretion.


• Experience supporting board governance activities preferred.


• Proficient in internal operating and accounting systems


• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).


• Familiarity with Zoom, Microsoft Teams, and virtual meeting platforms.


• Strong knowledge of word processing, spreadsheets, database management, and presentation software.


• Typing proficiency.


• Exceptional written and verbal communication skills.


• Strong organizational and time-management abilities with meticulous attention to detail.


• Ability to anticipate needs and take initiative with minimal supervision.


• Sound judgment and decision-making skills when acting on behalf of executive leadership.


• Problem-solving mindset with creativity and adaptability.


• Ability to tailor communication style to varied audiences.


• Must complete required YMCA trainings within 30-90 days of employment.


• Ability to meet YMCA driving criteria.


• Ability to travel for association meetings and events as needed.


• Ability to lift and carry up to 30 pounds occasionally.


• Must be able to work effectively in a fast-paced and sometimes disruptive environment.

Essential Functions

• Provide advanced administrative support to the President & CEO.


• Track executive assignments and ensure follow-through from staff in a supportive fashion when needed.


• Monitor and coordinate executive schedules to ensure priorities, deadlines, and commitments are met.


• Draft, edit, and prepare professional correspondence, reports, presentations, and communications for signature.


• Conduct research and provide background information to support decision-making.


Meeting & Board Governance Support


• Independently coordinate and plan meetings, conferences, and special events.


• Prepare agendas, exhibits, board packets, and supporting materials.


• Attend meetings as assigned; record and distribute minutes and follow-up action items.


• Maintain familiarity with Robert’s Rules of Order (preferred) as referenced as needed.


• Serve as a liaison between executive leadership and staff, volunteers, board members, community leaders, donors, Texas State Alliance, and National YMCA personnel.


• Answer and screen calls; handle inquiries and gather information for follow-up.


• Build and cultivate positive relationships across the organization and community.


• Represent the executive office with professionalism and warmth.


• Support donor relations and development efforts as needed.


Event & Community Engagement Support


• Provide logistical and operational support for executive-level events and presentations.


• Manage community involvement activities connected to executive leadership responsibilities.


• Represent the organization at events when appropriate.


• Coordinate travel arrangements, itineraries, and reservations.


• Manage expense reporting and documentation.


• Maintain highly confidential files, records, and executive documents.


• Supervise and support reception operations; provide coverage planning as needed.


• Organize and maintain executive office systems, supplies, and equipment.


ADDITIONAL INFORMATION: (BENEFITS)


Membership - Full-time permanent staff who work 40+ hours per week are granted family membership privileges for their spouse and children under the age of 18 (or under 20 if enrolled in college).Licensed childcare programs: first child is free; each additional child receives 50% off. Receives 50% off on all adult and youth programs. (Staff, spouse, and/or children on membership.)


Holidays - All full-time employees receive eleven (11) paid holidays per year seven (7) recognized holidays and four (4) floating holidays.


Sick Leave - Following the first 90 days of employment sick leave begins to accrue at the rate of no more than one working day per month not to exceed fifteen (15) days.


Vacations - Employees do not earn vacation during the first six months of employment. After completing 6 months of employment vacation accrual is 1 day per month - Not to exceed 10 working days. After completing 3 Years, 15 working days and after completing 5 Years, 20 working days. Vacation is based on a calendar year and is earned on a monthly pro-rata basis.


Employee Wellness Leave - Full-time employees may receive additional days upon verification of any of the following criteria and/or lifestyles:


A) using fewer than 5 days of sick leave per year (receives 1 day of wellness leave the following year)


B) Participating in a cardiovascular exercise program (pre-approved and completion validated by a YMCA fitness staff member) at least three times weekly for 1year (receives 1 day of wellness leave the following year)


Retirement 12% employer-funded - Employees must complete two years of service and work 1000 hours during each year to be eligible to participate. Employees are enrolled on the first day of the month following their anniversary date, after they complete the service requirement and reach age 21. If an employee is not yet 21 but has met the service requirement, they are enrolled on the first day of the month after they turn 21.


Health Insurance - The Association will pay the full premium for the employee’s coverage. Any eligible employee can obtain coverage for his/her spouse and/or dependents, but such coverage will be at the employee’s expense via payroll deduction.


Cause-Driven Leadership Competencies

Mission Advancement: Models and teaches the Ys values. Ensures a high level of service with
a commitment to changing lives. Provides volunteers with orientation, training, development, and recognition. Cultivates relationships to support fundraising.


Operational Effectiveness: Provides others with frameworks for making decisions. Conducts prototypes to support the launching of programs and activities. Develops plans and manages best practices through engagement of team and effectively creates and manages budgets.


Personal Growth: Shares new insights. Facilitates change, models adaptability and an awareness of the impact of change. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

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