Executive Assistant to the CEO

The Executive Assistant reports to the CEO and Vice President of Development and Governance (VP DaG) to provide support for all administrative functions for the CEO; to support Board, Fundraising, and Strategic Planning activities; and to manage the Welcome Center operations. This position requires a highly organized professional providing proactive administrative support to ensure efficiency and effectiveness in achieving organizational goals, requiring exceptional communication, anticipation skills, and the ability to navigate complex business situations with discretion.

This job announcement is not intended to be inclusive of all functions, responsibilities and qualifications associated with the position, however, representative of the essential job functions and typical criteria considered necessary to successfully perform the position.

The Executive Assistant is required to gain an in-depth knowledge of all YMCA of the Pines programs across all branches. Management of the Welcome Center operations includes working with the existing staff, volunteers and all departments to maintain and improve the culture of excellent customer service and organizational support. Support of the CEO and VP DaG requires an exceptional attention to detail and ability to navigate confidential and complex issues. As an essential function of this position, the Executive Assistant must be able to communicate, teach and model professionalism to all staff, program participants, members and the public, in a consistent manner.

 CEO Administrative Support:

Calendar Management

• Manage and maintain the CEO's calendar, scheduling internal and external meetings, appointments, and conference calls with attention to detail. 
• Proactively identify potential conflicts and rescheduling as needed, ensuring the CEO's time is optimized. 

Communication Management:

• Screen and prioritize incoming calls and correspondence, effectively communicating key information to the CEO. 
• Draft and edit confidential communications, including emails, letters, presentations, and reports.
• Communicate on the CEO’s behalf when necessary.

Travel Arrangements:

• Plan and coordinate travel itineraries, including booking flights, accommodations, ground transportation, and meeting logistics. 
• Prepare detailed travel agendas and necessary documentation. 

Meeting Preparation:

• Research and gather relevant information for meetings, including preparing agendas, presentations, and supporting materials. 

• Coordinate meeting logistics, including room booking, catering, and attendee management. 
• Help plan and execute staff retreats, staff meetings and other various staff events.

Administrative Support

• Manage and execute administrative tasks related to the CEO.

Development Department Administrative Support:

• Support the VP DaG with administrative tasks and projects related to development.
• Manage the donor database, DonorPerfect, including inputting donations and running reports.
• Send donor thank you letters for donations and sponsorships on a timely basis.
• Provide administrative and other support for development department events, which include, but are not limited to Chairman’s Roundtable dinner, annual meeting, golf tournament, alumni events and any other development department events that are scheduled.
• Organize campaign mailings directed by the VP DaG.
• With the direction of the VP DaG, create and post social media content.

Governance Administrative Support:

• Support the VP DaG with administrative tasks and projects related to governance
• Attend Board meetings, take meeting minutes, etc.

Welcome Center Supervision:

• Supervise and lead the Welcome Center staff and volunteers.
• Responsible for staffing the Welcome Center during all open business hours, including Sunday and Saturday during summer months and for hiring and supervising a part-time, seasonal WELCOME CENTER staff member. This could include your work hours to cover the Welcome Center hours.
• Manage/oversee the office operations to ensure proper procedures are in place to quickly and correctly address any inter organizational situations as it relates to the Welcome Center and to ensure all customers inquiries are being handled in a timely manner. To aid in the resolution of membership and customer complaints, concerns and suggestions.
• Assist with the development and enhancement of organization-wide policies and procedures designed to achieve excellent customer service in all areas and successful day-to-day operations. 

General Administrative Support:

• Become proficient in our various databases.  
• Oversee the budget of the CEO and Welcome Center.
• Maintain confidential files and records, ensuring compliance with company policies. 
• Coordinate with other departments to facilitate smooth operations and project execution. 
• Assist on special projects, including research, data analysis, and report preparation. 
• Manage project timelines and deliverables, ensuring smooth execution.
• Create and post social media content.

Exceptional Communication Skills:

• Excellent written and verbal communication with the ability to interact effectively.
• Excellent interpersonal skills. The ability to consistently deal cordially with a wide variety of personalities.

Strong Organizational Skills:

• Proven ability to manage multiple priorities, deadlines, and schedules with attention to detail with strong time management and organizational skills, with the ability to manage multiple tasks and balance shifting priorities.

Confidentiality:

• Demonstrated ability to handle sensitive information with discretion and maintain confidentiality.

Proficiency in Technology:

• Proficiency in Microsoft Office Suite, calendar management tools, and other relevant software with overall strong computer skills. Particularly Word and Excel; Adobe, Canva, PowerPoint skills strongly preferred.

Anticipatory Thinking:

• • Ability to proactively identify and anticipate potential needs and issues before they arise.

Professionalism and Discretion:

• A polished and demonstrated demeanor with the ability to always maintain a professional image and appearance.
• Ability to work in a fast-paced, progressive environment.

OTHER REQUIREMENTS:

• Must be able to work a flexible schedule including, but not limited to, nights and weekends for special events/functions.

• Free Childcare, Camp, and other programs

• Generous Paid Time Off

• 8 Paid Holidays annually

• Professional Development Assistance

• Health Benefits including Medical, Dental, and Vision

• 12% Funded Employer Retirement Plan (Once Eligible)