Executive Assistant

Join our growing team and support our community!

Job Description

As Executive Assistant, you’ll be the organizational hub that keeps our executive office running smoothly and strategically. You’ll be the person who sees around corners, anticipates what’s needed before it’s asked for, and creates order from complexity. You’ll build relationships across the organization and community, serving as a bridge between the President & CEO and the many people who depend on executive leadership.


This isn’t just about administrative tasks. It’s about being a strategic partner who understands the bigger picture, manages priorities with wisdom, and enables our leadership to be their most effective. You’ll need to think several steps ahead, juggle multiple priorities gracefully, and maintain composure and professionalism even when things get hectic. Through your meticulous attention to detail and deep understanding of how our organization works, you’ll contribute directly to our ability to serve our community.

Qualifications

Education: A college degree in Business Administration, Communications, or a related field is a plus, but not required. Equivalent combination of education and relevant experience is welcome


Experience: Three (3) or more years of administrative experience supporting senior leadership, with experience in nonprofit or volunteer-driven organizations preferred.Proven experience managing complex schedules and coordinating multiple tasks and projects simultaneously. Demonstrated ability to handle sensitive information with discretion and maintain confidentiality. Experience organizing and coordinating meetings, including preparing agendas, taking minutes, and managing follow-up actions. Experience coordinating travel arrangements and managing expense reports preferred
Familiarity with Robert's Rules of Order preferred.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with video conferencing tools such as Zoom and Microsoft Teams. Experience with scheduling and board/online portal software
Knowledge of project management tools like Monday.com or similar software.

Communication Skills: Professional-level verbal and written communication skills, with the ability to represent executive leadership effectively. Ability to draft, review, and send professional correspondence on behalf of the President & CEO
Strong interpersonal skills to effectively communicate and build relationships with diverse stakeholders, including staff, volunteers, board members, and community leaders. Ability to tailor communication style to different audiences and situations.

Professional Skills: High level of professionalism in all interactions with staff, volunteers, community leaders, and other stakeholders. Exceptional organizational and time management skills, with keen attention to detail - Ability to work independently and take initiative, anticipating needs before they’re expressed. Flexibility and adaptability to handle changing priorities and work effectively in a fast-paced environment. Sound judgment and decision-making abilities, particularly when acting on behalf of the President & CEO. Problem-solving mindset with the ability to find creative solutions to complex challenges

Additional Qualifications: Previous experience with nonprofit organizations is highly preferred. Ability to manage and support board governance activities and member recruitment/orientation. Ability to represent the nonprofit at special events as required. Ability to travel to various locations for meetings, seminars, trainings.

Character: Beyond skills and experience, we’re looking for someone who understands that this role is about enabling mission impact. Someone with integrity who can be trusted with confidential information and sensitive situations
Someone who brings a service-oriented mindset and finds satisfaction in helping others succeed. Someone who remains calm under pressure and can pivot gracefully when priorities shift. Someone who genuinely cares about our mission and community.


Essential Functions

Administrative Leadership and Coordination: Serve as the principal administrative liaison and trusted information source for all stakeholders, both internal and external. Manage and prioritize the President & CEO’s schedule and calendar with strategic insight, coordinating with board members, staff, and community leaders to optimize time and impact. Anticipate the needs of the President & CEO, proactively addressing potential scheduling conflicts, preparing necessary materials, and ensuring smooth day-to-day operations. Handle sensitive and confidential information with absolute discretion and professionalism.

Communication Management: Help manage the President & CEO’s email, responding when appropriate and ensuring timely, professional communication. Draft, review, and send communications on behalf of the President & CEO with accuracy and appropriate tone. Review, assess, and route member communication and concerns sent to the President & CEO, ensuring proper follow-up and resolution. Maintain clear and timely communication with diverse stakeholders including staff, volunteers, board members, and community leaders.


Meeting and Event Coordination: Coordinate calendars of multiple stakeholders for effective meeting planning and scheduling. Prepare comprehensively for all meetings, both internal and external, including coordinating IT requirements, catering, materials, and logistics. Attend monthly board and committee meetings and quarterly trustee meetings to record accurate and thorough minutes, and distribute them appropriately and in a timely manner. Set up and prepare meeting spaces, including arranging furniture and technology to create welcoming, functional environments.


Board Relations and Governance: Manage and support the board member recruitment and orientation process for current and prospective boards, fostering relationships through board retreats, socials, and ongoing engagement.
Prepare all materials, gifts, awards, and recognition items required for board activities and events. Ensure adherence to board governance policies and best practices - Maintain board portal and records/documents including minutes, rosters, policy documents, and historical records. Monitor the Chart of Work process for committees as well as board succession planning.


Project Management and Strategic Support: Utilize project management tools (such as Monday.com) to monitor project status, track progress, and identify opportunities for funding streams or donor support. Coordinate and plan special events related to board and staff engagement, ensuring details are managed and executed flawlessly. Assist the President & CEO and leadership team with organizational initiatives including transition planning, and stakeholder communication. Support strategic initiatives by preparing materials, coordinating logistics, and ensuring follow-through on action items.


Donor Relations and Development Support: Work with the leadership team to coordinate and strategize donor meetings and outreach efforts. Prepare materials and coordinate logistics for fundraising events and donor engagement activities. Support relationship-building efforts with key donors and community partners. Track and support donor recognition activities in coordination with development staff.


Travel and Expense Management: Coordinate and plan comprehensive travel arrangements for the President & CEO, anticipating needs and ensuring smooth logistics. Prepare and reconcile expense and mileage reports accurately and in a timely manner. Coordinate and plan volunteer registration and travel arrangements for conferences and events. Assist with expense tracking and reconciliation for executive office activities.


Office and Organizational Management: Purchase and maintain office supplies for branch, ensuring operational needs are met efficiently. Represent the YMCA at special events as requested, serving as an ambassador for our organization and values. Coordinate volunteer activities and support organizational events that strengthen community connections.


Additional Responsibilities: Perform other duties as assigned by the President & CEO, with flexibility and a positive attitude. Maintain all required clearances and certifications related to the position. Support organizational initiatives and special projects as they arise.


Cause-Driven Leadership Competencies

Mission Advancement: Models and teaches the Ys values. Ensures an elevated level of service with a commitment to changing lives. Cultivate relationships to support fundraising.


Collaboration: Champions inclusion activities, strategies, and initiatives. Build relationships to create small communities. Empathetically listens and communicates for understanding when negotiating and dealing with conflict. Effectively tailors’ communications to the appropriate audience. Provides staff with feedback, coaching, guidance, and support


Operational Effectiveness: Provides others with frameworks for making decisions. Conduct prototypes to support the operations of the organization. Develop plans and manage the best practices through engagement of team. Effectively creates and manages budgets. Holds staff accountable for high-quality results using a formal process to measure progress.


Personal Growth: Share new insights. Facilitate change, models adaptability and an awareness of the impact of change. Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance. 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.


Required Certifications

CPR, First Aid, Bloodborne Pathogens, Hazard Communications, Sexual Harassment, Duty to Report, Preventing Child Abuse in Youth Serving Organizations.

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