Executive Assistant

YWCA South Hampton Roads; Portsmouth (VA); On-site; USD 48,000 - 52,000; Full time

Benefits offered by this job

Benefits package

Job summary

YWCA South Hampton Roads in Portsmouth, VA is seeking an Executive Assistant to provide high‑level support to the CEO. You will manage the CEO's calendar, handle travel arrangements, draft correspondence, and oversee special projects to advance organizational goals.

Ideal candidates will have a bachelor's degree (or 3–5 years experience in executive administration), strong communication and confidentiality, and proficiency with Microsoft Office.

Qualifications

• Bachelor’s degree preferred or 3–5 years of executive administrative experience.
• Ability to represent organization professionally; maintain confidentiality and handle sensitive matters with discretion and diplomacy.
• Effective written and verbal communication skills.
• Proficient in Microsoft Office Suite, willingness to learn other data and CRM systems and equipment.

Responsibilities

• Manage the CEO's extremely active calendar and travel plans.
• Prepare correspondence and coordinate communications between the CEO and internal teams.
• Oversee special projects and track progress toward organizational goals.
• Provide on-site and off-site executive support for meetings and events.
• Liaise with the CEO's office and the board while maintaining confidentiality.

Skills

Calendar management

Executive presence

Communication

Confidentiality

Office administration

Education

Bachelor’s degree

Tools

Microsoft Office Suite

CRM systems

Job description

Description

About YWCA South Hampton Roads

YWCA is the oldest and largest multicultural women’s organization in the world. YWCA South Hampton Roads (YWCA SHR) is dedicated to the fullness of its mission to eliminate racism, empower women and promote peace, justice, freedom and dignity for all.

Serving approximately 8,000 individuals each year, YWCA SHR is a source of strength, courage and empowerment for women and families facing crisis. We are a community catalyst for meaningful change and the advocate for shaping vital impact through quality services responding to the critical needs of survivors of sexual violence and domestic violence. YWCA SHR works across racial, gender, religious and social lines with organizations-partners in all sectors to educate about disparities, advocate for change and provide resources and tools to dismantle oppressive systems.

YWCA SHR is in the midst of a rapid transformation from a well-established direct service provider for women and families facing crisis to an organization working at the intersection of eliminating racism, empowering women and standing up for social justice, helping families and strengthening our community.

About the Position

Under the direct supervision of the Chief Executive Officer (CEO), the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO.

ESSENTIAL DUTIES

Executive Support

• Performs a broad variety of administrative duties to support the CEO including: managing an extremely active calendar; answering incoming calls and screening as appropriate; completing expense reports; reviews and categorizes mail, composing and preparing correspondence; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
• Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with executive leadership and management teams
• Plans, coordinates and ensures the CEO's schedule is followed and respected
• Provides leadership to build relationships crucial to the success of the organization, and oversees a variety of special projects for the CEO and the organization and tracks progress towards organizational goals as assigned
• Provides executive support on-site and off-site for meetings and events
• Develops monitors and maintains inventory of office supplies and some vendor relationship management
• Customarily and regularly exercises discretion and independent judgment
• Performs other duties as assigned

Board Support and Liaison

• Serves as the CEO's administrative liaison to YWCA SHR’s board of directors
• Maintains discretion and confidentiality in relationships with all board members
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format

Executive Leadership Liaison

• Participates as an adjunct member of the Executive Leadership Team (ELT) including assisting in scheduling and attending all meetings
• Assists in coordinating the agenda of ELT meetings, off-site meetings/activities, and all team member meetings
• Works with the Mission Impact team in coordinating the CEO's outreach activities

QUALIFICATIONS

We will consider exceptional candidates who demonstrate a strong combination of the specific qualifications and skills described below.

Minimum Requirements

Education and Experience

• Bachelor’s degree preferred or at least three-five years of executive administrative experience in an office setting
• Ability to represent organization professionally; maintain confidentiality and handle sensitive matters with discretion and diplomacy
• High degree of professionalism, poise and maturity in dealing with diverse groups of people, including board members, senior executives, staff, community leaders, donors, and funded partners
• Effective written and verbal communication skills
• Proficient in Microsoft Office Suite, willingness to learn other data and CRM systems and equipment

Skills and Competencies

• Performs specialized or technical work requiring special training, experience or knowledge
• Self-starter; highly motivated and resourceful team player able to work both independently and collaboratively, manage multiple priorities and projects, prioritize conflicting needs, handle matters expeditiously and proactively, follow-up and follow through on assignments manage
• Keenly demonstrate confidentiality, critical thinking, results-driven and problem-solving skills, flexibility, attention to detail and accuracy
• Must demonstrate initiative, strong work ethic and time management skills and agility to work in a fast-paced environment
• Skilled at effectively presenting information and responding to questions from executives and board members
• Exceptional analytical, organizational and interpersonal skills with an ability to work effectively with others and be a positive team member
• Demonstrate ability to maintain a calm and supportive demeanor at all times
• Demonstrate ability to work well with people of various ethnic, racial and socio-economic backgrounds

Other Requirements

• Must complete a successful background check
• Must complete the YWCA SHR Onboarding and Advanced Training Program
• Some travel is required and access to reliable transportation is essential

CORE VALUES

The Executive Assistant is expected to model YWCA SHR Core Values:

• Compassion
• Honesty
• Integrity
• Ownership
• Responsibility
• Empowerment

WORKING CONDITIONS

Work is performed in a typical office environment with a high standard of confidentiality.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Ability to travel in varying weather conditions.
• Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls
• While performing the duties of this job, the employee is required to:
• Frequently walk, use hands to finger, handle or feel objects, tools or controls and talks or hears
• Often required to stand and sit; reach with hands and arms; and stoop, kneel, crouch, bend, squat or crawl
• Ability to lift and carry up to 60 pounds
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus
• The noise level in the work environment is moderately loud
• Physical capability to effectively use and operate various items of office related equipment, such as but not limited to, a personal computer, calculator, copier and fax machine

COMPENSATION

This position offers a hiring range of $48,000-52,000, that is based on experience, and includes a comprehensive benefits package. We actively welcome all candidates from a wide range of backgrounds who have the skills to fulfill this role – regardless of compensation history.

EQUAL EMPLOYMENT OPPORTUNITY (EEO) DISCLOSURE

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, creed, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation and any other status protected by applicable local, state or federal law.?

AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS

YWCA SHR is an Equal Opportunity Employer. ADA requires YWCA SHR to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

SUBSTANCE USE AND WORKPLACE SAFETY POLICY

It is the policy of YWCA South Hampton Roads to maintain a safe and healthy workplace that is free of the effects of alcohol and drug abuse. Employees, volunteers, and interns of YWCA South Hampton Roads are prohibited from the use, sale, dispensing, distribution, possession, manufacture, or being under the influence of drugs that are illegal under any federal, state or local law.