This is a combined position of two part time positions. Assists the Executive Director, the Board Chair and assigned staff by providing secretarial and high-level administrative support involving the use of confidentiality and independent judgment. Includes fielding calls from Ys across the country and assisting with referrals to local Ys for consulting. Includes oversight of details for grants including reporting and communications. This individual should be proactive, meet deadlines, always remain professional and communicate effectively. Our ideal candidate also has previous experience as an Executive Assistant and grant management, is familiar with office management technologies including Microsoft Office Suite, as well as is able to multi-task and problem solve independently.
Areas of Responsibility:
- Manages the Executive Director’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.
- Fields all incoming calls and visitors to the Executive Director’s office.
- 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, 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 Annual Meeting held in November each year.
- Assists in the preparation of the CEO retreat each May.
- Assists in preparation of State Advocacy Day held in February.
- Gathers data, compiles and prepares all national statistical and assigned strategic plan reports.
- Orders organizational wide office supplies.
- Learns company systems and helps to process administrative POs, credit card reconciliations, etc.
- Processing grant reports including invoices and statements.
- Oversee coordination of grant budgets.
- Coordinate Service Provider Y calls and process.
- Assist in research and writing of grants.
- Coordinates meetings for grants and ensures compliance with grant parameters in coordination with associated staff.
- Assists in all external communications including social media and newsletters.
- Assists in compliance of Ys for funding distributions.
- Assists with Y compliance for reporting.
- 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.
Educational Background:
Bachelor's degree preferred.
Skills/Experience:
- Three or more years of related experience working as assistant to high level executives or administrators, preferably in a nonprofit setting.
- Three or more years of related experience with grants, 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 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.
- Ability to read and respond to grants by developing work plan and outcomes.
- Experience with bookkeeping functions preferred.
- Prefer knowledge of and previous experience with, diverse populations (language, culture, race, physical and mental ability, sexual orientation, etc.).
- Flexibility with days and hours as needed at certain events and activities.
- Ability to speak any language in addition to English may be helpful.
Compensation/Benefits:
Salary: $41,600.00 - $62,400.00
Job Function:
Organization Info
Listing Stats
Post Date:
Dec 13 2018
Active Until:
Jan 13 2019
Hiring Organization:
YMCA of the USA
industry:
Nonprofit