Executive Administrative Assistant

Executive Assistant Office of the President

Our Commitment to Equity The Y actively promotes a culture free from bias and injustice. We are dedicated to removing institutional and systemic barriers that result in oppression and racism. We will be accountable to marginalized communities for creating equitable and sustainable environments where social justice is woven into every facet of our programs, and by caring for our communities in a culturally versatile and respectful manner.

The Executive Assistant Office of the President delivers comprehensive executive and operational support to the President/CEO and the Office of the President. This position is offered as a temporary-to-permanent role, providing an initial opportunity for candidates to demonstrate their capabilities with the potential to transition to a permanent position. Responsibilities include executive operations, financial management coordination, leadership and board support, event logistics, communications, and data tracking, all under the guidance of the President/CEO and Director of Administration. The Executive Assistant supports legal and compliance related processes through document management, coordination with internal and external legal partners, records maintenance, and deadline tracking. Must demonstrate exceptional organizational abilities, a high degree of professionalism and discretion, meticulous attention to detail, and the capacity to prioritize and execute multiple tasks within a dynamic executive environment while adhering to established systems and processes.

This is a full-time position, and hours of work and days are Monday through Friday, 8:30 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.

What you'll get from working at The Y

• Membership to the YMCA of Greater Seattle for you and your household
• Medical, Dental, Vision, and Life insurance
• Retirement with generous employer contributions
• Free access to mental health resources
• Rapidly accruing paid time off (PTO)
• Discounts on qualifying YMCA of Greater Seattle childcare, day camp, overnight camp and outdoor leadership programs. 25% for part-time staff, 50% for full-time staff.

* Some benefits only available to full-time staff

Hiring Range: $80,168.40-$85,000 annually.

Responsibilities

• Manage financial operations for the Office of the President by ensuring executive expenses, reimbursements, mileage, invoices, and related documentation are processed and reconciled accurately and efficiently.
• Oversee scheduling and calendaring, preparation of meeting materials and presentations, and follow-up communications for internal and external meetings, including, fundraising and donor meetings in coordination with the President/CEO.
• Attend meetings at the request of the President/CEO, taking notes, tracking action items, and supporting follow-ups with donors, foundations, and internal stakeholders.
• Provide executive-level administrative support for fundraising, including maintaining logs, tracking contacts, and supporting timely and accurate data entry and reporting.
• Assist the Director of Administration in maintaining executive tracking tools for communications, contacts, outreach, and follow-ups.
• Gather, clean, organize, and track data to support executive reporting and decision-making; promptly communicate any gaps or inconsistencies to the Director of Administration.
• Manage the President/CEO's physical and electronic correspondence, ensuring that time-sensitive, confidential, legal, or complaint-related items are routed appropriately and handled with discretion.
• Draft, prepare, and follow up on executive correspondence related to fundraising, partnerships, or compliance related matters specific to the Office of the President, and external stakeholders, as assigned.
• Organize, coordinate, and lead planning for events and initiatives, such as Staff Appreciation Day, Cinematique events, and other key organizational milestones.
• Provide administrative legal support for the Office of the President by organizing, maintaining, and tracking legal documents, contracts, agreements, correspondence, and related records escalating time sensitive matters as appropriate.
• Maintain confidential legal files and records for the Office of the President in accordance with organizational policies, document retention schedules, and privacy requirements.
• Serve as a back up to the Director of Administration as needed.

Leadership Competencies

Cause Driven Leader Level: LEADER

Values

Strengthens the Y's culture by demonstrating the values of the Y - honesty, caring, respect, and responsibility - in every aspect of work.

Inclusion

Models cultural competence and supports diversity, effectively working with people of different backgrounds, abilities, opinions, and perceptions.

Develop Self and Others

Demonstrates teamwork and personal accountability, seeking and providing feedback, coaching, and resources for development.

Quality Results

Takes the initiative and holds self and others accountable to meet or exceed quantitative and qualitative goals relating to people (employees and members), philanthropy, finance and volunteerism.

Change Capacity

Facilitates change, seeks opportunities in the change process, models adaptability, and leads transition in support of the Y's mission.

Inspire Others

Promotes creativity, generates excitement, and rewards risk taking, while consistently demonstrating a high level of emotional maturity, maintaining a positive attitude and building strong relationships.

Competencies

1. Business Acumen.
2. Communication.
3. Critical Evaluation.
4. Relationship Management.
5. Ethical Practice.

* Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Code of Conduct for Applicants

All employees and volunteers are responsible for adhering to abuse prevention policies, maintaining appropriate boundaries, completing required training, reporting suspicious or inappropriate behavior, and complying with mandated reporting requirements.

Responsible for ensuring staff are properly screened, trained, supervised and held accountable to the organization's abuse risk management standards.

Qualifications

• A high school diploma or its equivalent is required for this position.
• Candidates must have a minimum of two years of experience in administrative or clerical roles.
• Experience supporting a CEO and Board of Directors within a nonprofit organization is strongly preferred.
• Experience and formal training as paralegal- a plus.
• Disciplined experience using AI tools for greater efficiency and productivity is strongly preferred.
• The ideal candidate must be proactive, take initiative, be driven by deadlines, pay close attention to detail, work independently, uphold confidentiality, and exercise sound judgment and discretion in all functions and responsibilities.
• Exceptional planning and project management abilities are essential. Candidates should be able to use tools such as Microsoft Planner to organize tasks, set deadlines, assign responsibilities, and track progress for timely completion of projects and initiatives.
• Strong oral and written communication skills are necessary. The candidate should be comfortable interacting with senior executives and other staff, both inside and outside the organization, displaying tact and diplomacy.
• The ability to manage multiple, simultaneous, and complex tasks and projects efficiently and effectively is required.
• The candidate must work well with a diverse group of people at all levels, especially in an executive environment, and demonstrate professionalism at all times.
• Demonstrated integrity and a strong work ethic are essential. The candidate must possess excellent organizational and time management skills.
• Experience in organizing, prioritizing, and scheduling work assignments is required.
• Proficiency in Microsoft Office Suite, Google Suite, and social media platforms is necessary.
• Candidates must also be proficient with cloud-based collaboration tools such as Zoom, Microsoft Teams, and Google Workspace.
• The ability to adapt to and learn new technologies in the workplace is expected. Candidates should be tech-savvy and able to troubleshoot issues with office equipment, software, and applications.
• Candidates should be comfortable evaluating and implementing new AI-driven solutions to enhance office efficiency, data management, and communication. Staying current with emerging AI technologies and integrating them into daily operations as appropriate is also required.

Preferred Qualifications

• Prefer knowledge of and previous experience with, diverse populations (language, culture, race, physical ability, sexual orientation, etc.). Ability to speak any language in addition to English may be helpful.

You'll be a great fit for the Seattle Y if you:

• Thrive on working in a collaborative environment.
• Are very adaptable.
• Have high ownership and strong work ethic.