Executive Assistant

YMCA; Lakeland (FL); On-site; USD 30,000 - 47,000; Part time

Job summary

YMCA of West Central Florida seeks an Executive Assistant to provide high-level administrative support to the CEO, manage calendars, and coordinate Board of Directors activities. This role requires discretion, organization, and professional communication to advance the YMCA's mission.

The position is part-time with flexible hours, with occasional evenings or early mornings for board meetings and events. Proficiency in Microsoft Office is essential for success in this role.

Qualifications

• High school diploma required; associate's or bachelor's degree preferred.
• Two years of administrative or executive support experience preferred.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Manage the CEO's calendar, appointments, meetings, and travel arrangements.
• Prepare correspondence, presentations, reports, and executive documents.
• Assist with email communications, meeting preparation, and follow-up activities.
• Maintain confidential records and organized executive files.
• Coordinate Board of Directors and committee meetings, including scheduling and logistics.
• Prepare and distribute agendas, board packets, meeting minutes, and supporting materials.
• Track board-related action items, deadlines, and follow-up communications.
• Coordinate communications with board members, donors, community partners, and other stakeholders.
• Assist with scheduling external meetings, community engagements, and special events.
• Draft professional correspondence and ensure timely follow-up on commitments.
• Support executive meetings, strategic planning activities, and organizational events.

Skills

Organizational skills

Communication skills

Time management

Discretion and confidentiality

Executive support experience

Education

High School Diploma

Associate's Degree

Bachelor's Degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Position SummaryThe Executive Assistant provides administrative and organizational support to the CEO of the YMCA of West Central Florida. This position is responsible for managing executive scheduling, coordinating Board of Directors activities, facilitating communications, and supporting strategic initiatives. The ideal candidate is highly organized, proactive, professional, and committed to advancing the YMCA's mission.Essential Duties and ResponsibilitiesExecutive SupportManage the CEO's calendar, appointments, meetings, and travel arrangements.Prepare correspondence, presentations, reports, and executive documents.Assist with email communications, meeting preparation, and follow-up activities.Maintain confidential records and organized executive files.Board and Governance SupportCoordinate Board of Directors and committee meetings, including scheduling and logistics.Prepare and distribute agendas, board packets, meeting minutes, and supporting materials.Track board-related action items, deadlines, and follow-up communications.Communication and Relationship ManagementCoordinate communications with board members, donors, community partners, and other stakeholders.Assist with scheduling external meetings, community engagements, and special events.Draft professional correspondence and ensure timely follow-up on commitments.Organizational and Strategic SupportAssist the CEO with special projects and organizational priorities.Track deadlines, assignments, and key deliverables.Coordinate information and updates from departments as requested.Support executive meetings, strategic planning activities, and organizational events.QualificationsHigh school diploma required; associate's or bachelor's degree preferred.Two years of administrative or executive support experience preferred.Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.Strong organizational, communication, and time-management skills.Ability to manage multiple priorities independently.Demonstrated professionalism, discretion, and confidentiality.Strong interpersonal skills and attention to detail.Work ScheduleThis is a part-time position with flexible hours established in coordination with the CEO. Occasional evening or early morning availability may be required for board meetings and special events.