Executive Assistant to President/CEO

The Executive Assistant serves as the primary point of contacton all matters pertaining to the Office of the President. 
Job Description

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. 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 and pressures.

  • Minimum five years of work experience applicable to the duties herein. Bachelor’s degree preferred.
  • Possess high level of office organization and computer efficiencies, including all standard business software.
  • Ability to effectively and efficiently handle multiple tasks and projects.
  • Skill in organizing resources and establishing priorities.
  • Ability to effectively build relationships with stakeholders and work with a wide range of members in a diverse community.
  • Knowledge of nonprofit meetings and office management principles and procedures.
  • Skill in information research, analysis, and evaluation.
  • Ability to maintain strict confidentiality is essential to this position.
  • Advanced verbal and written English communication skills and the ability to edit written materials.
  • Possess a valid, USA state-issued driver’s license, an acceptable driving record, and comply with YMCA driving rules to be approved to operate YMCA vehicles.
Essential Functions
  • Complete a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports and credit card usage; composing and preparing correspondence that is sometimes confidential; and arranging complex and detailed meeting agendas.
  • Function as the Assistant Secretary of the Board of Directors and the primary liaison for board members and board alumni.
  • Maintain and organize all records, including meeting minutes and rosters related to the Board of Directors and associated committees, as well as the President/CEO.
  • Prepare materials of a highly confidential and complex nature where responsibilities of trust and accuracy are vital and knowledge of the organization, policies, procedures and mission are essential.
  • Serve as the primary point of initial contact for staff, board and external stakeholders on all matters pertaining to the Office of the President/CEO.
  • Independently research, prioritize, and follow up on multiple incoming matters addressed to the President/CEO, including those of a sensitive and/or confidential nature; determine appropriate course of action, referral, and/or response.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Understand and interpret organizational Bylaws, policies and procedures, as appropriate, and ensure that office operations are in compliance with related provisions and standards.
  • Maintain organized and confidential Board of Directors’ materials and related website files.
  • Coordinate arrangements for in-person and virtual meetings including scheduling, reservations, room set-up, dining, and coordinating audio/visual equipment as needed.
  • In coordination with executive team members and committee chairs, schedule meetings and coordinate and distribute materials for effective committee, subcommittee and task force meetings.
  • Maintain and promote relationships with potential and current donors, moving them toward further commitment to the Association.