Executive Administrator to President/CEO

YMCA
How to Apply
Apply Online
Reports To: President/Chief Executive Officer (primary) and Director of Development (secondary)
Job Description

The Executive Administrator provides high-level, confidential, and strategic administrative support to the President/CEO of the YMCA of Collier County. This role is essential to executive operations, fundraising support, volunteer engagement, and organizational effectiveness. The Executive Administrator serves as a trusted partner and liaison to leadership, the Board of Directors, donors, volunteers, and community stakeholders while advancing the YMCA’s mission.

Work Schedule: Core hours Monday–Friday 9-6 (12:30 break), with occasional evenings and Saturdays/Sundays to support events, meetings, and community engagement activities.

Qualifications

·         Bachelor’s degree or equivalent experience.

·         5–7 years of executive or senior-level administrative experience.

·         Experience supporting fundraising, volunteer coordination, or Board operations.

·         Exceptional organizational and communication skills.

·         Ability to manage confidential information with discretion.

Essential Functions

Executive Leadership Support
·         Serves as a trusted liaison between the CEO, board members, senior staff, volunteers, and community partners

·         Provide comprehensive administrative support to the President/CEO and Director of Development.

·         Serve as a connector between the President/CEO and direct reports by facilitating the flow of information, priorities, and follow-up.

·         Prepare agendas, briefing materials, presentations, and correspondence.

·         Tracks and supports CEO priorities tied to strategic plan, capital projects, major fundraising, and community initiatives

·         Attend committee and board meetings with CEO and other meetings as directed.

·         Anticipates needs, flags risks, and ensures follow-through on commitments

·         Models professionalism, kindness, and discretion

·         Handles confidential matters with discretion, professionalism, and sound judgment

·         Helps maintain a welcoming, organized, mission-aligned environment

·         Represents the President/CEO internally and externally as appropriate.

·         Supports HR functions such as onboarding, offboarding, compliance documentation, and staff communications

·         Ensures smooth internal workflows and consistent processes across departments

Cross-Functional & Team Support
·         Helps manage information flow between teams

·         Assists with project tracking and follow-through

·         Create a system and help manage information flow between teams

·         Assists with project tracking and follow-through

·         Provides backup administrative support across departments

Board of Directors & Volunteer Leadership Support
·         Coordinate Board and committee meetings, including Development-related committees with giving direction to the Development Assistant as needed.

·         Prepare and distribute materials, record minutes, and track action items.

·         Maintain governance records and support Board onboarding and engagement.

Development, Fundraising & Event Support
·         Provide administrative and logistical support for fundraising initiatives and volunteer/donor engagement.

·         Coordinate along with Development Assistant for donor meetings, materials, and follow-up.

·         Support fundraising events, including evenings and weekends as needed.

Volunteer Recruitment & Management
·         Support recruitment, onboarding, and coordination of volunteers.

·         Serve as a primary point of contact for volunteers.

·         Maintain volunteer records and assist with recognition and retention efforts.

Organizational & Strategic Support
·         Assist with tracking executive priorities and strategic initiatives.

·         Compile reports, summaries, and dashboards for leadership review.

·         Maintain Board portal.

Office & Operations Management
·         Manage executive office systems and workflows.

·         Ensure supplies and office is properly maintained.

·         Coordinate travel, expense reporting, and administrative budgeting.

·         Identify process improvements to enhance efficiency.

Other duties as assigned or necessary.