Executive Assistant

The Hockomock Area YMCA is hiring an Executive Assistant to support the Chief Executive Officer and members of the leadership team.
Job Description

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant serves as a liaison to the Board of Directors, Board of Managers, and Board of Incorporators; coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a mission-driven, results-driven, and community-oriented environment. 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.


Bachelor's degree required

Strong work tenure: at least five years of experience supporting C-Level Executives, preferably in a non-profit organization

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

Experience and interest in internal and external communications, partnership development, and fundraising

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

Essential Functions

Executive Support

Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence, agendas, newsletters, and presentations

Plans, coordinates, and ensures the CEO's schedule is followed and respected, providing "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office

Communicates directly, and on behalf of the President and CEO, with Board members, donors, members, staff, and others, on matters related to CEO's programmatic initiatives

Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature, determining appropriate course of action, referral, or response

Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support

Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities

Acts as a "barometer," having a sense for the issues taking place in the organization, and keeping the CEO updated

Successfully completes critical aspects of deliverables with a hands-on approach, including the drafting acknowledgement letters, personal correspondence, agendas, and presentations that facilitate the CEO's ability to effectively lead the organization

Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Follows up on contacts made by the President and supports the cultivation of ongoing relationships

Edits and coordinates the mailing of correspondence from the President to donors, members, and community stakeholders

Board Support and Liaison

Serves as the CEO’s administrative liaison to the Board of Directors, Board of Managers, and Board of Incorporators

Coordinates, formats, and edits Power Point presentations

Maintains discretion and confidentiality in relationships with all board members

Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings