Applications are now being accepted. The anticipated start date for this position is August 2026.
Reports To: President/CEO FLSA Status: Non-Exempt
Position Summary
The Executive Administrative Assistant provides high-level administrative and operational support to the President/CEO and senior leadership team. This role is responsible for managing executive communications, coordinating board and leadership activities, supporting organizational initiatives, and ensuring efficient day-to-day operations aligned with the YMCA's mission, vision, and values.
Key Responsibilities
Executive & Calendar Management
- Manage and prioritize the CEO's calendar, including internal and external meetings
- Coordinate executive leadership meetings, donor meetings, and community engagements
- Track and schedule recurring meetings (board, cabinet, leadership team, committees)
- Maintain contact lists and key stakeholder information
Board & Governance Support
- Prepare and distribute Board of Directors packets and agendas
- Record and maintain accurate board and committee meeting minutes
- Coordinate board communications, including birthdays, recognition, and gifts
- Maintain board roster, terms, and compliance documentation (e.g., COI forms)
- Support board chair and CEO with agenda planning and follow-up
Communication & Relationship Management
- Manage executive correspondence, including emails, letters, and donor communications
- Serve as a liaison with community leaders, donors, volunteers, and staff
- Draft and proofread reports, presentations, and organizational communications
- Ensure timely and professional communication across stakeholders
Event & Project Coordination
- Plan and support key YMCA events such as Annual Campaign Kickoff and Good Friday Breakfast
- Coordinate logistics including venue, registration, materials, and volunteers
- Assist with special projects and organizational initiatives
Travel & Logistics Management
- Coordinate travel arrangements (flights, hotels, rental cars, registrations)
- Manage itineraries and related logistics for executives and leadership
- Arrange meeting spaces, catering, and supplies as needed
Administrative & Document Support
- Prepare, edit, and proofread reports, policies, procedures, and presentations
- Maintain organized filing systems (digital and physical)
- Track and document volunteer hours and internal records
- Support grant documentation and reporting as needed
Financial & Committee Support
- Provide administrative support to internal committees (e.g., C-Fund)
- Track and assist with committee documentation and communication
- Ensure adherence to YMCA financial and administrative policies
Qualifications
- Bachelor's degree preferred or equivalent experience
- 3-5 years of administrative or executive support experience preferred
- Strong proficiency in Microsoft Office and business systems
- Excellent written and verbal communication skills
- High level of confidentiality and professionalism
- Valid driver's license and ability to travel as needed
Physical Requirements
- Ability to sit, stand, and walk for extended periods
- Occasional lifting up to 25 lbs
- Frequent communication (in-person and phone)
- Work primarily in an office environment within an active YMCA setting
Mission Advancement
Values - Accepts and demonstrates the Y's values
Community - Demonstrates a desire to serve others and fulfill community needs
Volunteerism - Recruits volunteers and builds effective, supportive working relationships with them
Philanthropy - Supports fund-raising
Collaboration
Inclusion - Works effectively with people of different backgrounds, abilities, opinions, and perceptions
Relationships - Builds rapport and relates well to others
Influence - Seeks first to understand the other person's point of view and remains calm in challenging situations
Communication - Listens for understanding and meaning; speaks and writes effectively
Developing Others - Takes initiative to assist in developing others
Operational Effectiveness
Decision Making - Makes sound judgments, and transfers learning from one situation to another
Innovation - new approaches and discovers ideas to create a better member experience
Project Management - Embraces and establishes goals, clarifies tasks, plans work and actively participates in meetings
Finance - Follows budgeting policies and procedures and reports all financial irregularities immediately
Quality Results - Strives to meet or exceed goals and deliver a high-value experience for members
Personal Growth
Self-Development - Pursues self-development that enhances job performance
Change Capacity - Demonstrates an openness to change and seeks opportunities in the change process
Emotional Maturity - Accurately assesses personal feelings, strengths and limitations and how they impact relationships
Functional Expertise - Has functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology