Executive Assistant to CEO (Anaheim Family YMCA)

Hiring an executive assistant to Anaheim YMCA's newest CEO!
Job Description

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Executive Assistant at the Anaheim Family YMCA intentionally fosters a cause-centered culture that is welcoming, genuine, hopeful, nurturing, and determined and also provides high-level administrative support to the CEO, Board Chair, and assigned executive staff.

  1. ·         Bachelor's degree in social services, business or equivalent preferred.
  2. ·         YMCA Team Leader certification preferred.
  3. ·         Three or more years of related experience working as assistant to high level executives or administrators, preferably in a nonprofit setting.
  4. ·         Proficient in all standard business software.
  5. ·         Knowledgeable about office processes and procedures.
  6. ·         Ability to work with integrity, discretion and a professional approach.
  7. ·         Prefer knowledge of, and previous experience with, diverse populations (language, culture, race, physical ability, sexual orientation, etc.).
  8. ·         Strong written and verbal communication skills.
  9. Ability to speak any language in addition to English may be helpful
Essential Functions

1.    Manages the CEO’s schedule as well as schedules for assigned executive staff. Makes travel arrangements as necessary and prepares expense reports.
2.    Regulates behavior based on assessment of situation, personal feelings, strengths, and limitations; uses discretion and independent judgment in handling confidential and sensitive information in connection with the CEO’s responsibilities.
3.    Speaks in a clear, articulate manner.
4.    Fields all incoming calls to the CEO’s office.
5.    Writes clearly and concisely, using correct grammar, vocabulary, and appropriate tone for the message or audience.
6.    Maintains highly confidential executive and board files and correspondence.
7.    Coordinates annual schedules for Board of Directors and management meetings; produces and maintains minutes for meetings of the Board of Directors.
8.    Coordinates arrangements for meetings of various committees, task force

9.    Maintains computer databases for various reports, committees and mailings.

10.  Maintains organizational chart(s).
11.  Coordinates staff business cards, stationery orders and office supplies for 

12.  Gathers data, compiles and prepares all national statistical and assigned strategic plan reports.
13.Support President/CEO and Executive Leadership Team
14.Coordinate Calendar (Meetings), Calls and Emails
15.Board Meeting Preparation
16.Agendas, Minutes, RSVP’s
17.Board of Directors Committees Support
18.Perform other high level administrative tasks and projects as needed


Cause-Driven Leadership Competencies

Mission Advancement: Models and teaches the Y’s values.  Ensures a high level of service with a commitment to changing lives.  Provides volunteers with orientation, training, development, and recognition.  Cultivates relationships to support fundraising. 

Collaboration: Champions inclusion activities, strategies, and initiatives.  Builds relationships to create small communities.  Empathetically listens and communicates for understanding when negotiating and dealing with conflict.  Effectively tailors communications to the appropriate audience.  Provides staff with feedback, coaching, guidance and support.

Operational Effectiveness: Provides others with frameworks for making decisions.  Conducts prototypes to support the launching of programs and activities.  Develops plans and manages best practices through engagement of team.  Effectively creates and manages budgets.  Holds staff accountable for high-quality results using a formal process to measure progress.

Personal Growth: Shares new insights. Facilitates change; models adaptability and an awareness of the impact of change.  Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance.  Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

Communication & Influence: Building Relationships-Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y’s cause.

Emotional Maturity: Developing and Inspiring People-Demonstrates ability to understand and manage emotions effectively in all situations.