Executive Assistant

Hourly
$25.00
$30.00
Resumes Accepted Until
Resume Contact
[email protected]
The Alliance of MA YMCAs is looking for a part-time fully remote Executive Assistant.  
Job Description

This is an Executive Assistant position. Assists the CEO and assigned staff by providing secretarial and high-level administrative support involving the use of confidentiality and independent judgment.  This individual should be proactive, meet deadlines, always remain professional, and communicate effectively. Our ideal candidate also has previous experience as an Executive Assistant, is familiar with office management technologies including Google Workspace, and is able to multitask and problem-solve independently. This position is remote.  

Reporting:

Directly reports to the CEO but will work cross collaboratively with the entire team and assist the Learning and Training Team and Operations Team

 

Qualifications
  • High School Diploma or equivalent preferred.
  • Three or more years of related experience working as an assistant to high-level executives or administrators, preferably in a nonprofit setting.
  • Proficient in all standard business software, business letter writing, editing, and proofing.
  • Knowledgeable about office processes and procedures.
  • Able to identify and address the needs of the senior team and perform administrative tasks to ensure our organization’s workflow runs smoothly.
  • Ability to work with integrity, discretion, and a professional presentation and approach.
  • Flexibility with days and hours as needed at certain events and activities.

Physical Demands: 

  • Ability to lift 20 pounds.
  • Ability to work at a computer and type for long amounts of time.

Travel:

  • This position requires occasional travel throughout the state of Massachusetts.

 

Essential Functions
  • Manages the CEO’s schedule as well as schedules for assigned executive staff (if needed).  Makes travel arrangements as necessary and prepares expense reports.
  • Uses discretion and independent judgment in handling confidential and sensitive information in connection with the CEO’s (and executive team’s) responsibilities.
  • Maintains highly confidential executive and Board files and correspondence.
  • Produces and maintains agenda and minutes for meetings of the Board of Directors and other meetings as directed.
  • Prepares for meetings with any needed supplies, coffee or food, agendas, documents, etc.  Organizes materials and food for monthly staff meeting, staff events and trainings, etc.
  • Coordinates arrangements for meetings of various committees, task forces, internal Y networks, public officials and groups. Responsible for minutes of meetings.
  • Maintains computer databases for various reports (i.e. annual Y USA report), committees, CEO Stewardship and mailings.
  • Coordinates annual schedules for Board of Directors and management meetings.
  • Assists in the preparation/organization for Leadership Conference held in November each year.  
  • Assists in the preparation of the CEO retreat each May.
  • Assists in the preparation of State Advocacy Day held in February.
  • Gathers data, compiles, and prepares all national statistical and assigned strategic plan reports.
  • Orders organization-wide office supplies.
  • Inputs training and courses into the Learning Hub for the Northeast Learning Center
  • Oversees the monthly third-party billing system 
  • This position typically holds business hours, except for executive meetings/events which are occasionally held early morning, evenings, and some weekends.
  • Special Projects as assigned.