Education: High school
Experience: 5+ years
These general functions will be carried out in keeping with the Goals, Mission and Policies of the YMCA of the East Bay. Provide comprehensive executive-level administrative support to the Chief Executive Officer and Executive Office. Serve as a trusted partner by coordinating executive communications, managing complex scheduling, supporting the Board of Directors and Executive Committee, maintaining confidential records, coordinating meetings and travel, overseeing executive office operations, and ensuring the efficient functioning of the Executive Office while advancing the mission and strategic priorities of the YMCA of the East Bay.
- Provide exemplary customer service to staff, volunteers, Board members, community partners, donors and visitors that models relationship-building skills in all interactions.
- Provide comprehensive executive administrative support to the Chief Executive Officer, exercising sound judgment, discretion, initiative and professionalism in all matters.
- Manage and maintain the CEO's complex calendar, scheduling appointments, meetings, speaking engagements and other commitments while balancing competing priorities.
- Coordinate logistics for internal and external meetings, retreats and committees including scheduling, meeting materials, catering, technology, room reservations and follow-up communications.
- Serve as primary administrative support for the Board of Directors, Executive Committee and other assigned Board committees by:
- Arrange travel for the CEO, including itineraries, transportation, lodging, registrations and expense documentation.
- Draft, prepare, edit and proofread correspondence, reports, presentations and other communications on behalf of the CEO, ensuring accuracy, professionalism and appropriate tone.
- Maintain confidential records and handle highly sensitive organizational, personnel, legal and financial information with the highest degree of discretion and confidentiality.
- Maintain executive office files, records and databases, including Board records, contact lists and mailing databases, ensuring information remains accurate, current and secure.
- Oversee day-to-day Executive Office operations including office supply inventory and ordering, mail distribution, work order requests, office organization and workspace maintenance.
- Support executive leadership meetings by preparing materials, tracking action items and following up on assignments as directed.
- Coordinate and provide administrative support for organizational special events, donor events, recognition activities and other executive initiatives.
- Assist with special projects requiring research, data collection, report preparation and cross-departmental coordination.
- Attend and actively participate in staff meetings, trainings, organizational events and other meetings as assigned.
- While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach and must be able to move around the work environment
- The employee must occasionally lift and/or move up to 10 pounds
- Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
- The noise level in the work environment is usually moderate
- High school diploma or GED required; Associate or Bachelor degree preferred.
- Five or more years of progressively responsible executive administrative support experience, preferably supporting a CEO, Executive Director or other senior executive.
- Experience supporting Boards of Directors and preparing Board meeting materials and minutes strongly preferred.
- Exceptional organizational, planning and project management skills.
- Excellent written, verbal and interpersonal communication skills.
- Proven ability to maintain confidentiality and exercise sound judgment in handling sensitive matters.
- Advanced proficiency with Microsoft Office Suite, Outlook, Teams and other office productivity software.
- Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
- Retirement plan - YMCA contribution of 10% of salary after 2 years of employment
- 4 days in office, 1 day remote (with options for Zoom board meetings)
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This posting was published by YMCA of the East Bay on their own careers system and is shown here with a direct link to apply there. Employers: for corrections or removal, contact jobs@veritahire.com.