Executive Assistant

YMCA Southcoast; New Bedford (MA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Retirement plan with 12% match

Life & Long-Term Disability Insurance

Association Membership

Vacation and generous leave

Job summary

YMCA Southcoast in New Bedford, MA seeks an Executive Assistant to the President and CEO to provide top-tier administrative support to the CEO and the Board of Directors. The role is in-person and involves managing complex calendars, preparing board materials, and ensuring professional presentation of all communications.

Responsibilities include coordinating board meetings, data compilation for strategic reports, travel arrangements, and maintaining office operations.

Qualifications

• 10+ years of high-level executive support experience, with at least 6 years supporting C-Suite executives.
• BA or BS in a related field is preferred but not required.
• Experience balancing competing priorities while maintaining attention to detail.

Responsibilities

• Maintain complex schedules and calendars for the CEO.
• Prepare correspondence and presentations with proofreading and professionalism.
• Administer Board meetings: agendas, materials, minutes, and communications.
• Oversee office operations, staffing, supplies, and vendor relations.
• Compile data and national/statistical reports as directed by the President & CEO.
• Attend Board committee meetings and transcribe minutes.
• Coordinate travel for the CEO and key staff; manage arrangements as needed.
• Develop professional relationships with internal staff and external affiliates.
• Provide legal documentation support and project support as required.
• Perform high-level administrative tasks as directed by the President & CEO.

Skills

Executive support

C-Suite support

Board governance

MS Office

Adobe Acrobat

Calendar management

Communication

Education

BA/BS preferred

Tools

MS Office

Adobe Acrobat

Database software

Job description

Job Title

Executive Assistant to President and CEO

Type

In-Person

Position Summary

The Executive Assistant is a key contributing member of the leadership team and provides best in class support to the CEO and the Board of Directors. They are responsible for a broad and dynamic range of strategic and tactical activities in support of the CEO and the business initiatives.

Essential Functions

• Role is focused on executive administration, office management, and board business and governance.
• Efficiently maintain complex and dynamic schedules and calendars of CEO.
• Provide business knowledge and administrative expertise to correspondence and presentations, including proof reading and attention to accuracy, ensuring professionalism of all material and presentations.
• Work with the Executive Team and Board Chair to manage the administration of all Board meetings and events (agendas, coordination and distribution of meeting materials, meeting correspondence and execution, meeting minutes, etc.).
• Manage the administrative office operations, admin staffing, order supplies, maintain business equipment and vendor relationships.
• Gather data, compile and prepare all national statistical and assigned strategic plan reports as directed by the President and CEO or his/her designee.
• Attend Board of Directors’ committee and other assigned meetings, taking minutes and then transcribing them into necessary formal communications.
• Manage correspondence and paperwork for the community meetings assigned by the President and CEO or his/her designee.
• Manage travel arrangements for the President and CEO and other key staff members as well as additional travel arrangements where needed.
• Develop and maintain professional working relationships with all internal staff members and external affiliates.
• Provide office management support, legal documentation support and miscellaneous project support as necessary.
• Perform other high level administrative tasks and projects as needed and directed by the President and CEO.

Qualifications

• 10+ years of high-level executive support experience with at least 6 years supporting C-Suite executives in fast-paced environments, preferred.
• BA or BS in a related field is preferred but not required.
• Experience in a role requiring exceptional judgment in managing and balancing competing priorities while maintaining a complete picture of the long and short-term plans and goals.
• Ability to thrive working in fast-paced organizations, meeting deadlines while maintaining continual attention to detail, remaining flexible, proactive, resourceful and efficient.
• Strong understanding and experience with Board governance, structure and relationship building with Boards.
• A tenacious yet flexible problem solver with an ability to manage complex tasks and meet deadlines and competing demands.
• Exceptional interpersonal, written, and oral communication skills establishing and maintaining strong relationships with a broad and diverse group of individuals at all levels inside and outside the organization.
• Advanced proficiency using all MS Office software and technologically adept, with ability to learn new systems. Knowledge of Adobe Acrobat Standard and database software is a plus including IT set up for meetings.
• Ability to develop and use spreadsheets and standard business software systems.
• Ability to work with integrity, discretion and professional approach.
• Experience working with diverse populations (language, culture, race, physical ability, sexual orientation, etc.)
• Team player who fosters collaboration.

Leadership Competencies

• Advancing Our Mission and Cause
• Building Relationships - Collaboration
• Communication and Influence
• Emotional Maturity

Benefits

• Health, Dental and Vision insurance
• YMCA Retirement – 12% match after 2 yrs of service
• Life & Long-Term Disability Insurance
• YMCA Southcoast Association Membership (includes Nationwide membership)
• Vacation, holidays and generous sick time

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• 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.