Executive Assistant

· Provide advanced administrative support to the President & CEO.

· Track executive assignments and ensure follow-through from staff in a supportive fashion when needed.

· Monitor and coordinate executive schedules to ensure priorities, deadlines, and commitments are met.

· Draft, edit, and prepare professional correspondence, reports, presentations, and communications for signature.

· Conduct research and provide background information to support decision-making.

Meeting & Board Governance Support

· Independently coordinate and plan meetings, conferences, and special events.

· Prepare agendas, exhibits, board packets, and supporting materials.

· Attend meetings as assigned; record and distribute minutes and follow-up action items.

· Maintain familiarity with Robert’s Rules of Order (preferred) as referenced as needed.

· Serve as a liaison between executive leadership and staff, volunteers, board members, community leaders, donors, Texas State Alliance, and National YMCA personnel.

· Answer and screen calls; handle inquiries and gather information for follow-up.

· Build and cultivate positive relationships across the organization and community.

· Represent the executive office with professionalism and warmth.

· Support donor relations and development efforts as needed.

Event & Community Engagement Support

· Provide logistical and operational support for executive-level events and presentations.

· Manage community involvement activities connected to executive leadership responsibilities.

· Represent the organization at events when appropriate.

· Coordinate travel arrangements, itineraries, and reservations.

· Manage expense reporting and documentation.

· Maintain highly confidential files, records, and executive documents.

· Supervise and support reception operations; provide coverage planning as needed.

· Organize and maintain executive office systems, supplies, and equipment.

ADDITIONAL INFORMATION: (BENEFITS)

Membership - Full-time permanent staff who work 40+ hours per week are granted family membership privileges for their spouse and children under the age of 18 (or under 20 if enrolled in college).Licensed childcare programs: first child is free; each additional child receives 50% off. Receives 50% off on all adult and youth programs. (Staff, spouse, and/or children on membership.)

Holidays – All full-time employees receive eleven (11)  paid holidays per year seven (7)  recognized holidays and four (4)  floating holidays.

Sick Leave - Following the first 90 days of employment sick leave begins to accrue at the rate of no more than one working day per month not to exceed fifteen (15) days.

Vacations -   Employees do not earn vacation during the first six months of employment. After completing 6 months of employment vacation accrual is 1 day per month – Not to exceed 10 working days. After completing 3 Years, 15 working days and  after completing 5 Years, 20 working days. Vacation is based on a calendar year and is earned on a monthly pro-rata basis.

Employee Wellness Leave - Full-time employees may receive additional days upon verification of any of the following criteria and/or lifestyles:

 A) using fewer than 5 days of sick leave per year (receives 1 day of wellness leave the following year)

 B) Participating in a cardiovascular exercise program (pre-approved and completion validated by a YMCA fitness staff member) at least three times weekly for 1year (receives 1 day of wellness leave the following year)

Retirement 12% employer-funded - Employees must complete two years of service and work 1000 hours during each year to be eligible to participate.   Employees are enrolled on the first day of the month following their anniversary date, after they complete the service requirement and reach age 21.  If an employee is not yet 21 but has met the service requirement, they are enrolled on the first day of the month after they turn 21.  

Health Insurance - The Association will pay the full premium for the employee’s coverage.  Any eligible employee can obtain coverage for his/her spouse and/or dependents, but such coverage will be at the employee’s expense via payroll deduction.