Executive Assistant

Description

Job Title: Executive Assistant

Primary Function/Department: Administration

FLSA Status: Non-Exempt, Hourly

Reports to: CEO

Position Summary

This position supports the work of the Y, a leading nonprofit, charitable organization committed to

strengthening community through youth development, healthy living and social responsibility.

Reporting directly to the CEO, the Executive Assistant provides executive support to the CEO and

other members of the Senior Leadership Team as needed. 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.

Essential Functions

• Uses discretion and independent judgment in handling confidential and sensitive information.
• Writes clearly and concisely, using correct grammar, vocabulary, and appropriate tone for the message or audience.
• Maintains and organizes all records, including meeting minutes and rosters related to the Board of Directors and associated committees, as well as the CEO.
• In coordination with executive team members and committee chairs, schedule meetings and coordinate and distribute materials for effective committee, subcommittee, and task force meetings.
• Maintains computer databases for various reports, committees and mailings.
• Manage the organizational calendar, coordinating with departments to schedule events, meetings, and activities. Ensure proper staffing, resource allocation, and space availability through proactive communication.
• Coordinates business cards, stationery orders and office supplies for staff.
• Gathers data, compiles and prepares all national statistical and assigned strategic plan reports.
• Manages special projects as assigned, including special events.
• Maintains organizational chart(s).
• Assists with Human Resources and financial data input, filing, and record keeping.
• Other duties as assigned.
  
  

Requirements

QUALIFICATIONS:

• Associate's degree in social services, business or equivalent preferred.
• YMCA Leader certification preferred.
• Three or more years of related experience working as assistant to executives or administrators, preferably in a nonprofit setting.
• Proficient in all standard business software.
• Knowledgeable about office processes and procedures.
• Ability to work with integrity, discretion and a professional approach.
• Prefer knowledge of, and previous experience with, diverse populations.
• Strong written and verbal communication skills.
• Excellent organizational skills as well as above average written and oral communication skills.
• Additional skills in photography, graphic design and website content management are preferred.
• Additional skills in grant management are preferred.
• Must possess a valid driver’s license.
• Completed within 90 days of hire: Child Abuse prevention training, CPR/First Aid and other required training.
  
  

Work Environment & Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• The employee frequently is required to sit and reach, bend, climb stairs and must be able to move around the work environment.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate.
• Ability to work in a fast pace environment and switch tasks as new challenges and projects emerge
  
  

Cause Driven Leadership Competencies

• Advancing our Mission & Cause
• Building Relationships
• Leading Operations
• Developing & Inspiring People