Executive Assistant

Description

OUR CULTURE:

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

POSITION SUMMARY:

Under the direction of the President and Chief Executive Officer (CEO), 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 & CEO. This role provides high-level administrative support to the CEO, ensuring the efficient operation of the executive office. The Executive Assistant to the CEO is a strategic partner, capable of managing a wide range of administrative and executive support tasks with a high level of professionalism, confidentiality, and discretion. This role requires exceptional organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment. The ideal candidate will be proactive, highly organized and demonstrate excellent customer service.  

ESSENTIAL FUNCTIONS: 

• Direct Support to the President and CEO: 
• Represent the office of the CEO with the highest level of integrity, confidentiality, customer service, and professionalism when liaising with board members, senior leadership, donors, staff, volunteers, and National Y-USA staff.
• Manage the CEO’s calendar, including scheduling meetings, travel arrangements, conferences, virtual meetings, and coordinating schedules with participants.
• Coordinate meeting logistics for internal and external meetings, ensuring all resources are prepared (room setup, virtual participants, AV, presenters, agenda, materials, etc.) This includes preparing agendas and recording minutes.
• Provide comprehensive travel management support, including preparing travel documents, itineraries, and detailed travel plans.
• Prepare materials and presentations for the CEO as needed for staff meetings, board of directors and committees. This may include conducting research and compiling data.  
• Support the Chief Officer group as directed by the CEO in coordinating key meetings and deliverables; provide administrative/project support as requested by the CEO.
• Finalize and process CEO expense reports and support annual budget preparation, securing necessary approvals in accordance with YMCA of South Hampton Roads and Y-USA compliance standards.
• Oversee CEO mail management, including thank you messages and follow-up letters in a professional and timely manner.
• Serves as a bridge for smooth communication between the President & CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management, board, and other staff.
• Communicates directly, and on behalf of the President & CEO, with Board members, donors, and others, on matters related to the President & CEO’s priorities and initiatives
• Prioritizes conflicting needs. Handles matters expeditiously and proactively. Follows through on projects to successful completion, often with deadline pressures.
• Ensures that the President & CEO’s bio is kept updated and responds to requests for materials regarding the President & CEO and the organization in general.
• Assists, edits, and completes first drafts of written communications to select external stakeholders and submits to President & CEO for review/signature. Coordinates final reviews with the appropriate departments as appropriate.
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships.
• Conducts research (within skills and expertise) to assist with projects or inquiries. 
• Assist with other special projects and initiatives as needed.
• Additional special projects, duties, responsibilities as approved by the CEO.

Corporate Board Support:

• Serves as the President’s administrative liaison to the board of directors.
• Supports the President and the board by ensuring board minutes are accurately taken, reviewed, and finalized; meeting schedule and logistics are set; refreshments/meals, if needed, are provided; and materials are distributed in advance and in a timely manner.
• Assist board members with board meeting/retreat/conference travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships and information with all board members.
• In direct support of the President & CEO, serves as a liaison to the Corporate Board and Chief Volunteer Officer, providing support for Corporate Board, Executive Committee, and Board Development Committee meetings, annual events and gifts. 
• Administers and maintains records of Corporate Board meetings, including coordination and posting of applicable documents (i.e. agenda, minutes, board packets, volunteer hours tracking); ensuring Board website is up to date

Insurance and Compliance Support:

• Provide support in maintaining and renewing insurance policies
• Lead completion of annual Worker Compensation Audit
• Lead completion of Conflict of Interest annual training
• Coordinate collection of information for the Annual Report (Y-USA)
• Process insurance claims and payments for liability, auto, property and other risk claims, as needed.

Home Office Support:

• Support Home Office team member appreciation through corporate sponsored external and internal events, stocking office refreshments, managing monthly birthday card distribution to exempt staff
• Lead coordination Home Office furniture requests and office move coordination in partnership with the Director of Facilities. 
• Support office supplies requests, as needed.

Requirements

YMCA CAUSE-DRIVEN LEADERSHIP COMPETENCIES:

• Communication & Influence
• Mission Advancement
• Functional Expertise
• Operational Effectiveness
• Collaboration

QUALIFICATIONS:

• A minimum of 5 years (or similar) of administrative experience or in a similar role.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to work independently on various projects, from conception to completion, handling a wide variety of activities and confidential matters with discretion.
• Strong judgement and organizational skills.
• Experience and interest in internal and external communications, and ability to build strong positive working relationships.
• Expert-level written and verbal communication skills. 
• Must display a professional, courteous, and positive demeanor at all times, demonstrating excellent customer service skills.
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client serve and response. 
• Professional executive presence is preferred.
• Must possess advanced knowledge and experience using Microsoft Office Suites, including Word, Excel, PowerPoint, Google Docs, Google Mail, and Adobe Acrobat Pro. 
• Must possess excellent analytical, problem-solving, organizational and time management skills. 
• Must possess a proven track record of maintaining confidentiality. 

PREFERRED ATTRIBUTES:

• A bachelor’s degree or equivalent work experience. 
• Complete required certifications within 60 days of hire. For example: CPR/AED and First Aid
• A self-starter with the ability to work independently. 
• Excellent interpersonal skills; ability to joyfully and effectively communicate, collaborate, and work with a diverse team of individuals at all levels of an organization, both inside and outside the YMCA. 
• Strong ability to multi-task and the capacity to constantly re-prioritize and make sound judgments to meet deadlines.
• Creative problem-solver with an unwavering work ethic, sense of purpose, sense of humor, and exceptionally dependable.
• Is committed to excellence. 

WORKING CONDITIONS:

• Subject to frequent interruptions
• Will be in contact with all levels of staff, board members, guests, vendors, business associates, applicants, and visitors
• Must be able to work beyond normal working hours in order to serve the needs of internal customers, weekends and holidays as needed for early morning meetings, extended weekday meetings/training or weekend training/meetings

PHYSICAL REQUIREMENTS:

• May be required to walk, stand, kneel, and stoop 
• Continuous operations requiring attention to detail and multi-tasking 
• Must be able to lift, pull, and move up to 50 pounds 
• Must be able to stand or sit for long periods of time

ACCOUNTABILITY:

Accountable for completion of assigned goals as measured by the number of people served, cause-driven measures, service satisfaction scores, operating results, and supervisor evaluation of assigned duties. Continuation of employment is contingent upon receipt of satisfactory results to meet the minimum requirements of the position. The requirements may include background checks, drug tests, driver’s license records, CPS, and/or criminal background checks. Additional driver's license checks, CPS, criminal background checks, alcohol, and/or drug testing may be required to be processed in the future in order to meet and/or maintain the requirements of this position.