Be part of a dynamic leadership team that is launching an organizational excellence campaign.
Under the direction of the President & Chief Executive Officer, the Administrative Assistant performs a wide variety of complex duties requiring a high degree of accuracy and independent judgment. The Administrative 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 administrative support to the President and CEO which includes but is 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.
- 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 Marketing Director 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 C-Suite: schedule and facilitate meeting requests, prepare and distribute communications and related documents; coordinates preparation for meetings as required.
- Assist in the development 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 findings to the EVP, 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:
Associates degree or equivalent of two years of college
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
- 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 support experience where there are multiple stakeholders is a plus.
Compensation/Benefits:
Starting Pay Range: $18-$21 Full-Time Hourly
Additional Benefits: Excellent benefits including health insurance, paid time off and retirement plans upon eligibility. This position offers a positive work environment and the ability to make a difference.
How to Apply:
Job Function:
Organization Info
Listing Stats
Post Date:
Oct 10 2019
Active Until:
Nov 11 2019
Hiring Organization:
YMCA of the USA
industry:
Nonprofit