Executive Assistant to the President & CEO

Executive Assistant

$68,735-$73,000 annually plus generous benefits

The Executive Assistant provides high-level administrative and operational support to the President & CEO, working closely with the Vice President of Strategic Administration to enable effective leadership of a large, growing and nationally recognized nonprofit organization. This role is responsible for ensuring the smooth and efficient day-to-day operations of the CEO's office, with a focus on organization, coordination and follow-through on key priorities.

The Executive Assistant manages complex schedules, facilitates communication, and supports executive and board leadership while demonstrating sound judgment and discretion in a wide range of situations. Success in this role requires attention to detail and the ability to anticipate needs, build relationships and operate with composure in a fast-paced, high-demand environment while supporting the mission and strategic priorities of the YMCA of Greater Rochester.

Essential Duties and Responsibilities

• Management of the President & CEO's calendar: schedule internal and external meetings and travel. Partner with VP of Strategic Administration to ensure weekly time spent on the most impactful or time sensitive items. Provide proactive reminders and information for upcoming meetings and events.
• In coordination with the VP of Strategic Administration and key Experience Team members, support effective and timely communications from the CEO, including but not limited to, drafting of letters, emails, cards, reports, remarks and preparing of presentations.
• Oversee arrangements and logistics for all meetings, conferences, trips and other events; create agendas, materials and background information for advance review. Handle reservations and other details for a seamless experience for all participants.
• Execute and manage annual schedule for staff meetings, leadership team meetings, Board meetings/events and relevant Committee meetings.
• Oversee and respond to incoming communications to the CEO's office in a timely manner, including phone, email and in-person meetings and engagements.
• Maintain organization of critical information on behalf of the CEO including files, emails, contact information and meeting notes/materials.
• Oversee monthly expense and credit card reporting for the CEO.
• Assist with administrative needs of legal documents as needed.
• Assist CEO with other matters as requested.

Support for Board of Directors, Committees and Senior Leadership Team

• Collaborate with VP of Strategic Administration to draft preliminary and final Board and committee meeting agendas and materials; disseminate meeting invitations and materials in a timely manner.
• Generate meeting minutes for review by the VP of Strategic Administration within 10 business days. Note action items and assist as appropriate with follow-up.
• Locate meeting space and arrange contracts and payments as needed; coordinate with site for room set-up, technology, and parking; arrange food/beverage details; prepare and distribute nametags and final documents for the meeting.
• Collaborate with VP of Strategic Administration to schedule annual Board orientation in consultation with Board and Governance chairs; update Board Manual and orientation materials.
• Maintain records related to the Board, including Board member terms, contact info, board expectation and conflict of interest forms and other documentation.
• Provide Governance Committee with information to support board prospecting and engagement. Draft annual board slate and secure nominee bios and photos. Support Board survey process and other engagement efforts.
• Provide assistance to Board and committee members as requested.
• Develop strong and trusted relationships with Board and committee members.
• Collaborate with VP of Strategic Administration to plan and execute productive and efficient meetings with Senior Leadership Team and President's Leadership Council; assist as appropriate with follow-up.
• Provide information and materials for Senior Team Members as needed.

Organizational Support

• Support VP of Strategic Administration on strategic planning tracking, reporting meeting scheduling and communications.
• Coordinate branch, camp and program visits for CEO, Senior Team, other staff, board members, donors and other stakeholders.
• Provide support for administrative team members, including but not limited to, answering and managing multi-line telephone system, managing calendars, printing and copying, preparing presentations and composing correspondence.
• Provide excellent service to employees, guests and members across all interactions.
• Attend and participate in required trainings, meetings, and professional development opportunities.

Other Duties

• Perform all other duties as assigned in support of the organization and mission.

Requirements

• Five plus years of experience supporting senior leadership
• Associate degree or Bachelor's degree preferred.
• Highly detailed-oriented and organized, with the ability to manage multiple priorities
• Excellent communication and interpersonal skills, with maturity and professionalism
• Ability to be flexible and adaptable to meet employee and organizational needs
• Expert-level user of Microsoft 365 products
• Experience developing effective presentations and other materials for a variety of audiences
• Ability to work effectively in a busy environment

Physical Requirements

• Must be able to sit or stand for duration of shift
• Must be able to bend and stoop occasionally
• Must be able to move within building including floor to floor
• May be exposed to outdoor elements while attending, presenting or otherwise participating in a work-related event on occasion
• May be required to travel within the YMCA of Greater Rochester's service area on occasion
• May be required to work flexible hours occasionally, including evenings or weekends