Job Description

: BE PART OF SOMETHING GREAT

Reporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working with multiple teams in an environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The Mission of the Y: To put Christian principles into practice through programs that build healthy spirit, mind, and body FOR ALL!

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.

• Expert level written and verbal communication skills.

• Demonstrated proactive approaches to problem-solving with strong decision-making capability.

• Emotional maturity.

• Highly resourceful team-player, with the ability to also be extremely effective independently.

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

• Forward looking thinker, who actively seeks opportunities and proposes solutions.

Education and Experience Requirements

• Bachelor's degree preferred.

• Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization.

• Experience and interest in internal and external communications.

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Essential Functions

Roles and Responsibilities

• Calendar Management: Schedule and coordinate appointments, meetings, and events for the President/CEO. Ensure that schedules are organized and efficiently managed.

• Communication: Manage incoming and outgoing communications, including emails, phone calls, and correspondence. Screen and prioritize communications.

• Travel Arrangements: Coordinate Travel arrangements, including booking flights, hotels, and other means of transportation. Prepare itineraries and ensure travel plans align with the CEO's schedule.

• Document Preparation: Draft and edit documents, reports, presentations, and other materials as needed. This may involve researching and gathering information.

• Meeting Support: Attend meetings, take minutes, and prepare summaries. Ensure the CEO is well-prepared for meetings with necessary documents an information.

• Task Prioritization: Assist in prioritizing tasks and managing workloads. Help the CEO stay focused on high-priority tasks.

• Confidentiality: Handle sensitive information with discretion and maintain confidentiality in all matters related to the CEO and the organization.

• Relationship Building : Develop and maintain relationships with internal and external stakeholders. Act as a liaison between the CEO and other team members.

• Problem Solving: Address and resolve issues or challenges on behalf of the CEO. Anticipate potential problems and take proactive measures to mitigate them.

• Technology Proficiency: Be proficient in using office software, scheduling tools, and other technology platforms necessary effective executive support.

• Adaptability: Demonstrate flexibility and adaptability to handle changing priorities and fast-paced environment.

Board Support and Liaison

· Serves as the President's administrative liaison to YMCA board of directors.

· Assists board members with travel arrangements, lodging, and meal planning as needed.

· Maintains discretion and confidentiality in relationships with all board members.

· Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Communications, Partnerships, and Outreach

• Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.

• Edits and completes first drafts for written communications to external stakeholders.

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