Executive Administrator & Board Relations

Old Colony YMCA; Brockton (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

Old Colony YMCA in Brockton seeks an Executive Administrator & Board Relations to manage the President and CEO’s office, ensuring priorities stay aligned with the mission. The role requires discretion, superb organizational skills, and the ability to coordinate with boards, staff and external partners while maintaining confidentiality.

Interfaces with Board members and senior staff, prepares correspondence for CEO review, and oversees meetings, minutes, and travel.

Qualifications

• Associate’s or bachelor’s degree preferred in business, organizational development, or related field.
• Four to six years of relevant professional experience preferred.
• Excellent written and verbal communication skills.
• Proficiency in office applications and current AI tools; strong organizational systems.
• Ability to record, prepare, and distribute meeting minutes in a timely manner.

Responsibilities

• Interfaces as a liaison with Board of Directors and senior officers.
• Prepares correspondence for CEO review and signature; edits outgoing docs.
• Maintains materials for Board distribution and records minutes.
• Coordinates communication and schedules meetings attended by the CEO.
• Oversees travel arrangements and organizes visitor/group logistics.
• Executes special projects as assigned by the CEO; attends trainings.

Skills

Excellent written and verbal comms

Strong organizational skills

Discretion and diplomacy

Multitasking & prioritization

Education

Associate's or Bachelor's degree

Tools

Word

Excel

PowerPoint

Teams

Canva

Zoom

AI applications

Job description

Job Description

As a trusted strategic partner to the CEO, the Executive Administrator brings exceptional organization, discretion, and initiative to keep priorities moving and the mission at the forefront. The Executive Administrator & Board Relations employee is responsible for managing the workflow of the President & Chief Executive Officer’s office. This position requires well-developed interpersonal and organizational skills, as well as the ability to analyze complex situations quickly and objectively to determine a course of action. The Executive Administrator & Board Relations employee must maintain high levels of flexibility, creativity and dependability. It is critical that this individual maintains professionalism, integrity and diplomacy on all levels of interactions and that discretion is exercised in handling all confidential matters. Also, s/he will provide administrative support to other Executive Leadership staff. The Executive Administrator & Board Relations employee will display and encourage the character traits of caring, honesty, respect, and responsibility in the fulfillment of all job responsibilities.

Job Functions

• Interfaces as a liaison with members of the Board of Directors, members of other boards (internal and external), standing committee members, general membership, government agencies, constituency groups, visitors, senior officers and general staff.
• Prepares correspondence for the President & CEO’s review and signature.
• Reviews and edits outgoing correspondence and other documents.
• Creates, maintains and updates materials to be distributed to the Board of Directors.
• Attends meetings as designated by, or on behalf of, the President & CEO and records/transcribes minutes, communicates and/or provides written reports to the President & CEO, and maintains confidentiality at all times.
• Collaborates with Executive Management to ensure that projects and system procedures are completed in compliance with timeline and budget constraints.
• Oversees the coordination and prioritization of communication (written, electronic, verbal) with the President & CEO, and exercises judgment and confidentiality in assigning communication to the appropriate division in the President & CEO’s absence.
• Schedules meetings and appointments attended by the President & CEO and maintains pertinent calendars electronically.
• Organizes and administers logistical arrangements for specific visitor/group meetings and food service in-house.
• Coordinates and administers travel arrangements for the President & CEO.
• Executes special projects as assigned by the President & CEO.
• Attends trainings to ensure skills are updated in new and emerging technology.

Interdivisional Responsibilities

• Manages the collection of Association-wide membership, program records, and vital statistics information for electronic transmittal to the National Office (i.e. Y-USA Annual Report).
• Coordinates workflow between Association Office departments, including Finance, Human Resources, Mission Advancement, IT, Marketing and Communications, and senior Social Service and Child Care leaders.

Requirements

• Associate’s or bachelor’s degree from an accredited institution preferred, ideally with coursework in business, organizational development, or a related field.
• Four to six years of relevant professional experience preferred.
• Excellent written and verbal communication skills.
• Technical Skills:
• Proficiency in office applications, including Word, Excel, PowerPoint, Teams, Canva, Zoom, and a strong focus utilizing current AI applications and following trends and adopting new tools in the AI space.
• Strong organizational skills with the ability to maintain well-structured electronic and physical filing systems.
• Ability to record, prepare, and distribute meeting minutes in a timely manner.
• Ability to perform standard job duties and attend off-site meetings as needed.
• Demonstrate ability to manage multiple tasks, prioritize effectively, and meet deadlines.