Assists the CEO, the Board Chair and assigned executive staff (VP of Operation, VP of Finance, Director of HR) by providing secretarial and high-level administrative support involving the use of confidentiality and independent judgment. This individual should be proactive, meet deadlines, always remain professional and communicate effectively. Our ideal candidate also has previous experience as an Executive Assistant Opens a new window and is familiar with office management technologies, as well as is able to multi-task and problem solve independently.
Areas of Responsibility:
- Manages the CEO’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 CEO’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.
- Coordinates arrangements for meetings of various committees, task forces, public officials and groups.
- 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.
- Maintains organizational chart(s).
- Assists in the preparation/organization for WSY Annual Meeting held in May each year. Preparation begins in March and would be responsible for scheduling preparation meetings, sending out minutes and to-do tasks to keep all involved on schedule. Is responsible for preparing script for event, helping set-up and run day of event.
- Gathers data, compiles and prepares all national statistical and assigned strategic plan reports.
- Orders organizational wide office supplies weekly, as well as distributes appropriately to correct employees.
- Learns company systems (SGA, CCC) and helps to process administrative POs, credit card reconciliations, etc.
- Responsible for the organization of the Staff Lounge, i.e. Staff Mailboxes, stocking paper and ink supplies for copier, fax machine, postage meter, stocking coffee, distributing mail.
- Processing Community Donation requests, preparing and mailing letters and recording appropriately.
- Processes receipts for payments for Newton Corner Place (our housing unit), as well as mail delivery to residents/mailboxes.
- Maintain and coordinate updates to WSY plaques with yearly recipients.
- 19. Acts as back-up to HR Associate to receive and coordinate volunteer applications. Assign volunteers to departments and coordinate schedules. Cross trains with Human Resources Associate on Human Resources administrative tasks (background checks, online training checks, onboarding activities).
- Newton Corner Place Liaison
- Work with NCDF and NHA when needed.
- Direct resident inquiries to appropriate staff member.
- Provides support when needed to administration departments including Accounting, Human Resources and Operations.
- Post, as needed or instructed, to executive team’s WSY social media pages.
- 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 in business or related field preferred.
Skills/Experience:
- Three or more years of related experience working as assistant to high level executives or administrators, 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.
- 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.
Job Function:
Organization Info
Listing Stats
Post Date:
Jul 19 2018
Active Until:
Aug 19 2018
Hiring Organization:
YMCA of the USA
industry:
Nonprofit