Executive Administration Assistant

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.

- 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

- 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

- 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

- 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

- 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

- 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

- 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

- 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

- 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

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

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

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

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