This position provides executive support for senior leaders, serves as the face and voice of the department internally.
The Executive Assistant provides executive administrative support and project coordination primarily for the Senior Vice President - Chief Marketing and Communications Officer, with the ability to provide calendar management/meeting scheduling and project management support for other department leaders.
This position provides executive support for senior leaders, serves as the face and voice of the department internally, the Y Movement and to external partners and stakeholders, and must represent the professionalism of the Brand, Marketing and Communications department and the Y.
Areas of Responsibility:
- Manage calendars and coordinate internal/external meetings.
- Make travel arrangements and manage travel details/schedule.
- Track travel expenses and process expense reports for reimbursement.
- Act as the point of contact for calls; maintain log of calls and respond or route calls as appropriate in a timely manner.
- Open, date stamp, and log physical mail received; reply to routine correspondence and route remainder as needed.
- Maintain electronic and paper files.
- Assist with time and attendance review and reporting.
- Prepare, edit and review presentations, documents and spreadsheets.
- Prepare and manage sensitive or confidential correspondence and materials where discretion and accuracy are critical.
- Coordinate meeting schedules, arrangements and room/offsite location reservations.
- Prepare and assemble meeting materials including agendas, rosters and presentations.
- Set up and run meetings, calls and webinars using appropriate technology.
- Prepare minutes and reports, as needed, from notes and verbal instruction.
- Coordinate efforts for special projects, events and mailings.
- Prepare correspondence, reports, and compilation of meeting materials as needed.
- Maintains departmental documents and recommends refinements/updates to departmental processes.
- Provides administrative support to departmental staff in coordination with other administrative support team members.
Educational Background:
Bachelor’s degree or equivalent work experience is required
Skills/Experience:
- Minimum of five years executive administrative support experience is required; experience supporting a C-Suite executive is preferred
- Experience within YMCA of the USA, a local YMCA, or YMCA State Alliance a plus
- Experience in a marketing or communications department or in a marketing/advertising agency environment a plus
- Superior verbal, written and interpersonal communications skills are required
- Advanced skills with the Microsoft Office (Word, Excel, PowerPoint, Publisher and Outlook) are required; working knowledge of Keynote, Smart Sheet, Exact Target, Salesforce and CVENT a plus
- Experience with travel management including travel booking and expense management is required; working knowledge of Concur a plus
- Experience with time and time reporting/management; working knowledge of ADP a plus
- Experience with business communication and collaboration technology including WebEx, Skype, Microsoft Teams is required
- Experience with financial systems, budgeting and budget management is required
- Must possess excellent time management, organizational and problem-solving skills, and must exhibit strong attention to detail
- Must be able to work independently with strong ability to multi-task, re-prioritize and take initiative to initiate/complete assignments
- Must be able to work with people at all levels both within the organization and externally
- Proven track record of maintaining confidentiality
- Must be willing to work a flexible schedule as determined organizational/department priorities and deadlines
- Require commitment to YMCA Values of Caring, Honesty, Respect and Responsibility.
How to Apply:
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 30 2019
Active Until:
Oct 30 2019
Hiring Organization:
YMCA of the USA
industry:
Nonprofit