Join us as Executive Assistant to the CEO, managing schedules, correspondence, and strategic initiatives with precision and dedication.

Job Description

As the Executive Assistant to the CEO, this role serves as the right hand of our company's leader, providing unparalleled support in managing their day-to-day affairs. Responsibilities include coordinating schedules, managing correspondence, and organizing meetings and travel arrangements with precision and efficiency. This role serves as a gatekeeper, screening and prioritizing communications, and representing the CEO professionally to both internal and external stakeholders. Additionally, they handle confidential information with the utmost discretion and contribute to special projects and initiatives to drive the organization’s strategic objectives forward. This role demands exceptional organizational skills, impeccable discretion, and the ability to thrive in a fast-paced, dynamic environment.

Qualifications

• Associates degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience;
• Advanced proficiency in use of Microsoft software (Word, Excel) database programs, and electronic communication technology is needed;
• Must hold unexpired notary public commission
• YMCA Team Leader certification; if not certified, must obtain certification within 12 months
  • Team leader certification requires: Principles and Practices; Introduction to Volunteerism; Introduction to Leading Others; Introduction to Fiscal Management; Leadership competency assessment; Team Leader Certification Test.

• Passionate belief in the Y’s cause of nurturing the potential of all youth, supporting healthy living for all people and finding ways to help and support our neighbors.
• Understanding of the nature and purpose of the YMCA and the respective roles of volunteers and staff.
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
• Proven track record of developing authentic relationships with others.
• Ability to foster a collaborative team approach to solving challenging situations.

Essential Functions

Thinks, communicates, and behaves as a cause-driven leader and role model for other staff and members when it comes to desired staff behaviors; promotes youth development, healthy living, and social responsibility in all job-related functions.

Assists President/CEO by: providing administrative support, monitoring their email, maintaining their calendar, including scheduling and setting up meetings, answering and maintaining phone calls/messages, appointments, and travel arrangements; reconciling corporate expenditures; and recording bi-weekly benefit time usage.

Manages CEO platform: Coordinates preparation and documents for CEO’s schedule ranging from donor visits, public stakeholders, and internal partners to events, award ceremonies, media interviews and others. This includes agendas, PowerPoints, scripting, and letters, involving coordination with communications and development teams, among others .

Provides administrative and clerical support including: composing written communication from key ideas for signature, maintains current files of highly confidential information and reports and assumes responsibility for research and development as needed.

Coordinates Board and Committee meetings; including Executive, Finance, Governance and Philanthropy and Impact Committees, as needed. Responsibilities include generation of meeting notices, meeting materials, tracking of responses, minutes of the meeting, food/beverage provision and any audio/video needs, maintenance of rosters, and resolutions for board and directors’ meetings; and acts as custodian of corporate documents and records. Maintains individual records for Policy and Past Policy Volunteers. Maintains open line of communication with Board Chair, Officers and members of the Board and related committees.

Attends meetings when requested by the CEO and types correspondence, reports, takes minutes and notes, and makes reports, when appropriate.

Tracks the CEO’s assignments, and when the President is the leader, makes sure others fulfill assignments.

Schedules and organizes meetings, conferences and events including preparation of agendas, exhibits, food and room arrangements, and invitations, etc. Makes travel arrangements and reservations, when needed.

Manages functions of community involvement which are selected as the President's responsibilities.

Establishes relationships with Y-USA personnel, community/government leaders, and other individuals key to the President to enhance their role in the community.

Coordinates and manages the registration and all travel-related details as directed by the CEO for Y staff, volunteers, and/or applicants who are attending local and nationwide conferences including hotel, air and ground transportation and special events; reconciles corporate expense accounts (American Express, IMS/Trade Card, personal credit card) with the Accounting Team. Negotiates solutions with vendors when differences occur.

Assists with Association Special Events by creating/sending invitations; planning menus; working with event staff regarding room set-up, table arrangements, seating charts and audio/visual needs; tracking RSVPs and preparing written materials for events, when needed.

Manages, processes and maintains a log of internal and external requests for charitable donations to be used as raffle and/or auction items to benefit other charitable causes.

Organizes and operates designated office spaces in a neat and efficient manner. This includes, but is not limited to: answering, screening, and directing telephone calls; filing; making copies, typing/ sending faxes, email and other correspondence; opening/distributing mail; notarizing documents; maintaining document storage and retrieval system; and providing administrative assistance as required.

Adheres to policies related to boundaries with youth. Participates in required abuse risk management training. Reports suspicious and inappropriate behaviors. Follows mandated abuse reporting requirements. Adheres to job specific abuse risk management responsibilities.

Ability to work effectively with diverse groups and viewpoints from all social and economic segments of the organization and community. A commitment to diversity, equity, inclusion, and anti-racism is expected from our staff.

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