Executive Administration Assistant

Applications are now being accepted. The anticipated start date for this position is August 2026. Reports To: President/CEO FLSA Status: Non-Exempt Position Summary The Executive Administrative Assistant provides high-level administrative and operational support to the President/CEO and senior leadership team. This role is responsible for managing executive communications, coordinating board and leadership activities, supporting organizational initiatives, and ensuring efficient day-to-day operations aligned with the YMCA’s mission, vision, and values. Key Responsibilities Executive & Calendar Management Manage and prioritize the CEO’s calendar, including internal and external meetings Coordinate executive leadership meetings, donor meetings, and community engagements Track and schedule recurring meetings (board, cabinet, leadership team, committees) Maintain contact lists and key stakeholder information Board & Governance Support Prepare and distribute Board of Directors packets and agendas Record and maintain accurate board and committee meeting minutes Coordinate board communications, including birthdays, recognition, and gifts Maintain board roster, terms, and compliance documentation (e.g., COI forms) Support board chair and CEO with agenda planning and follow-up Communication & Relationship Management Manage executive correspondence, including emails, letters, and donor communications Serve as a liaison with community leaders, donors, volunteers, and staff Draft and proofread reports, presentations, and organizational communications Ensure timely and professional communication across stakeholders Event & Project Coordination Plan and support key YMCA events such as Annual Campaign Kickoff and Good Friday Breakfast Coordinate logistics including venue, registration, materials, and volunteers Assist with special projects and organizational initiatives Travel & Logistics Management Coordinate travel arrangements (flights, hotels, rental cars, registrations) Manage itineraries and related logistics for executives and leadership Arrange meeting spaces, catering, and supplies as needed Administrative & Document Support Prepare, edit, and proofread reports, policies, procedures, and presentations Maintain organized filing systems (digital and physical) Track and document volunteer hours and internal records Support grant documentation and reporting as needed Financial & Committee Support Provide administrative support to internal committees (e.g., C-Fund) Track and assist with committee documentation and communication Ensure adherence to YMCA financial and administrative policies Qualifications Bachelor’s degree preferred or equivalent experience 3–5 years of administrative or executive support experience preferred Strong proficiency in Microsoft Office and business systems Excellent written and verbal communication skills High level of confidentiality and professionalism Valid driver’s license and ability to travel as needed Physical Requirements Ability to sit, stand, and walk for extended periods Occasional lifting up to 25 lbs Frequent communication (in-person and phone) Work primarily in an office environment within an active YMCA setting Mission Advancement Accepts and demonstrates the Y’s values Demonstrates a desire to serve others and fulfill community needs Recruits volunteers and builds effective, supportive working relationships with them Supports fundraising Collaboration Works effectively with people of different backgrounds, abilities, opinions, and perceptions Builds rapport and relates well to others Seeks first to understand the other person’s point of view and remains calm in challenging situations Listens for understanding and meaning; speaks and writes effectively Takes initiative to assist in developing others Operational Effectiveness Makes sound judgments, and transfers learning from one situation to another New approaches and discovers ideas to create a better member experience Embraces and establishes goals, clarifies tasks, plans work and actively participates in meetings Follows budgeting policies and procedures and reports all financial irregularities immediately Strives to meet or exceed goals and deliver a high-value experience for members Personal Growth Pursues self-development that enhances job performance Demonstrates an openness to change and seeks opportunities in the change process Accurately assesses personal feelings, strengths and limitations and how they impact relationships Has functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology #J-18808-Ljbffr