Under the direction of the Chief Executive Officer, the Executive Assistant performs a wide variety of complex duties requiring a high degree of accuracy and independent judgment. The Executive Assistant will be primarily responsible for the organization and control of the flow of work in order to accomplish the objectives of the Chief Executive Officer in an expeditious manner. In this role you will also support the Board of Directors and C-Suite staff members.
Areas of Responsibility:
- Provide executive-level administrative support to the President and CEO which includes but are not limited to operating as the "gatekeeper" for direct and indirect access to the executive's time and office.
- Oversee and manage the CEO's complex schedule, coordinating and confirming meetings, appointments and community-related events, handling logistics (restaurant reservations, conference room reservations, travel directions, etc.), compose, edit and proofread correspondence, reports and memoranda, manage communication via telephone, e-mail and interface engagements,
- Prepare and manage all meeting logistics: notice of meetings, agendas, consolidation and/or preparation of materials for consideration, physical and logistical arrangements, minutes and transcripts.
- Manage and prepare C-Suite, Board and Branch Executives conference, training and meeting registration, as well as coordinate multifaceted and detailed domestic travel logistics, itineraries, appointments, locations, transportation, etc.
- Serve as the primary liaison to the Board of Directors and its (8) standing committees for strategic and administrative matters; organize and plan meetings/retreats, prepare meeting notifications, agendas and associated materials, compose minutes and assist with new Board member recruitment, orientation and onboarding.
- Develop and maintain database files for effective and efficient department management. Manages BoardEffect for all users.
- Facilitate and coordinate on-boarding logistics for senior management new hires work station, computer, laptop, cell phone, supplies, set-up email etc.
- Assists the President/CEO and Chief Development Officer in the successful planning and execution of fundraising events and activities i.e. Gala, Annual Meetings, Board Retreats, Corporate Socials, Groundbreaking Ceremony, Golf Outings.
- Calendar maintenance for COO, CDO, CFO, and CHRO: schedule and facilitate meeting requests, prepare and distribute communications and related documents; coordinates preparation for meetings as required.
- Monitor and track payroll time and attendance i.e. vacation, personal or sick time for C-Suite Executives and other CEO direct reports.
- Assist in the develop and maintenance of various control charts which may include, but not limited to: twelve-month trailing charts and Month-at-a-Glance and must report/identify special cause variations.
- Conduct in-depth analysis and communicate finding to the COO, CDO, CFO, CEO and/or other staff or Board members as directed.
- Reconcile monthly credit card statements and related expenses, prepare expense reports, check requests, reimbursements and process purchase orders to acquire approvals.
- Schedule and manage conference room reservations and bookings for meetings and functions. Coordinate facilities, establish conference calls, catering arrangements and prepare technology for presentations and communication.
- Be visibly involved w/ members, volunteers and staff in a positive, friendly manner that communicates and demonstrates the YMCA's core values of caring, honesty, respect and responsibility.
- Follows all established policies and procedures, including but not limited to, safety practices and personnel policies.
- Participate in and support association events and fundraising activities.
- Maintain a clean and orderly work environment.
- Secure required trainings and/or certifications necessary for the position.
- Other duties and special analytical projects as assigned by supervisor.
Educational Background:
Bachelor's degree
Skills/Experience:
- A minimum of 3 -5 years of administrative experience; with at least 2 years working with Executive Leadership or a combination of education and related work experience
- Excellent verbal and written skills, along with strong organizational skills
- High level of computer and internet literacy, including Microsoft Office Suite and Adobe Acrobat Pro (experience with a board portal tool is a plus)
- Aptitude for mastering new and monitoring current computer applications (experience with BoardEffectis a plus)
- Proven skills taking and transcribing meeting minutes
- Ability to prioritize and manage multiple tasks, ability to work with minimal direction/ instruction
- Ability to handle sensitive and confidential material with a high degree of honesty and integrity is required
- High attention to details, organization skills, and ability to handle multiple projects at one time
- Prior Board level or Association support experience where there are multiple stakeholders is a plus.
Compensation/Benefits:
Salary: $50,000.00 - $60,000.00
How to Apply:
Job Function:
Organization Info
Listing Stats
Post Date:
Jul 19 2019
Active Until:
Aug 19 2019
Hiring Organization:
YMCA of the USA
industry:
Nonprofit