Executive Assistant to the President/CEO

YMCA Buffalo Niagara; Buffalo (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

YMCA Buffalo Niagara seeks an Executive Assistant to the President/CEO to partner with leadership, manage calendars, coordinate board governance, and advance organizational priorities across the nonprofit. The role requires discretion, strong communication, and the ability to coordinate with volunteers and senior leaders.

The position is on-site and involves coordinating across committees and stakeholders to ensure strategic initiatives are executed efficiently.

Qualifications

• Associate degree or equivalent; Bachelor's degree preferred.
• 5–8+ years of progressively responsible experience in project management, executive operations, governance, or related field.
• Expertise with Microsoft Office 365 applications and producing executive-level correspondence and presentations.

Responsibilities

• Provide comprehensive administrative support to the President & CEO, including calendars, meetings, travel, and prioritizing requests.
• Screen communications and draft executive communications; manage confidential information with discretion.
• Coordinate executive meetings and action item follow-up to ensure completion.
• Record and maintain board minutes and governance records; support board recruitment and onboarding.
• Track strategic initiatives, develop dashboards, and support annual planning and organizational goal-setting.
• Coordinate executive events, donor engagement, and stakeholder meetings.

Skills

Communication skills

Project management

Stakeholder engagement

Organizational leadership

Governance support

Education

Associate degree in business administration, public administration, nonprofit management, or related field

Bachelor’s degree preferred

Tools

Microsoft Office 365

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Applications must include a cover letter and resume to be considered.

POSITION SUMMARY:

The Executive Assistant to the President/CEO serves as a strategic partner to the President/CEO and is responsible for coordinating executive priorities, supporting board governance, supporting the senior leadership team, and advancing organizational effectiveness across YMCA Buffalo Niagara. This position serves as a central point of coordination between the Office of the President, Board of Directors, Senior Leadership Team, volunteers, and community stakeholders to ensure strategic initiatives, governance activities, and organizational priorities are effectively executed.

ESSENTIAL FUNCTIONS:

Executive Operations and CEO Support

• Provide comprehensive administrative support to the President & CEO, including managing calendars, scheduling meetings, coordinating travel, and prioritizing requests and commitments.
• Serve as the primary point of contact for the President & CEO, screening communications and ensuring timely responses to inquiries.
• Prepare correspondence, presentations, reports, agendas, meeting materials, and other executive documents.
• Maintain confidential and sensitive information with the highest level of discretion and professionalism.
• Coordinate executive meetings and follow up on action items to ensure completion.
• Draft and manage executive communications on behalf of the President/CEO.

Board Governance & Volunteer Leadership

• Serve as the primary administrative liaison to the Board of Directors and designated board committees.
• Coordinate board and committee meetings, including scheduling, logistics, agenda preparation, distribution of materials, and meeting support.
• Record, prepare, and maintain accurate board and committee minutes and official governance records.
• Coordinate follow-up actions resulting from Board and committee meetings.
• Support board recruitment, onboarding, orientation, and volunteer engagement.
• Maintain board records, policies, bylaws, resolutions, and related governance materials.
• Support committees led by members of the senior leadership team, including Executive, Governance, Finance, Properties, HR, Financial Development, and other committees as assigned.

Strategic Planning and Organizational Effectiveness

• Support the implementation and monitoring of strategic initiatives and organizational priorities.
• Create and maintain organizational dashboards, scorecards, and executive reporting systems.
• Support annual planning and the organizational goal-setting process.
• Track deadlines, deliverables, and organizational priorities to ensure timely completion.

Relationship Management

• Maintain positive and professional relationships with staff, volunteers, donors, community leaders, and external partners.
• Represent the Office of the President & CEO with professionalism and exceptional customer service.
• Assist in coordinating executive events, community engagements, and stakeholder meetings.

Office Administration

• Maintain filing systems, records retention practices, and organizational documentation.
• Oversee administrative processes and procedures that support executive office operations.
• Coordinate purchasing, invoices, expense reporting, and other administrative functions related to the executive office.
• Ensure the efficient operation of the President & CEO's office and related administrative activities.

Senior Leadership Team Coordination

• Support planning, facilitation, and follow-up for Senior Leadership Team meetings.

• Track organizational action items and key deliverables.
• Facilitate communication and collaboration across the leadership team.

Community & Stakeholder Engagement

• Coordinate CEO engagement with donors, volunteers, elected officials, corporate partners, foundations, and community leaders.
• Prepare stakeholder briefings and engagement materials.
• Support executive representation at community meetings and organizational events.

Organizational Leadership

• Serve as a key contributor for the YMCA Buffalo Niagara leadership team
• Maintain organizational accountability systems to ensure timely execution of strategic priorities, board directives, and senior leadership initiatives.
• Support association-wide initiatives and organizational goals.
• Perform other duties as assigned.

QUALIFICATIONS:

Associate degree in business administration, public administration, nonprofit management, or a related field, or equivalent combination of education and experience; Bachelor’s degree is preferred.

Five (5) to Eight (8) or more years of progressively responsible professional experience in project management, executive operations, governance, organizational leadership or related field.

Demonstrated expertise in Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint. Must possess the ability to produce executive-level correspondence and presentations, manage complex calendars, organize electronic records, create reports and spreadsheets, coordinate virtual meetings, and efficiently utilize technology to support executive leadership and Board governance.

Demonstrated experience supporting executive leaders, boards, committees, or volunteer leadership groups.

Strong project management, organizational effectiveness, and stakeholder engagement skills.

Exceptional written and verbal communication skills.

Ability to manage multiple priorities while maintaining attention to detail.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:
This is an on-site position in a corporate office work environment.

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

Responsibilities may require a flexible work schedule and occasional travel to various locations. While performing the duties of the job, the employee is regularly required to: walk, stand, climb stairs, sit, listen, speak, have finger dexterity, hear and have visual acuity. May need to lift, push, and pull.

HIRING PROCESS:

Applications Accepted: Through November 29, 2026

Interviews: November 30 - December 9, 2026

Anticipated Start Date: January 4, 2027