Job Details
Level
Experienced
Job Location
Association Office - Boca Raton, FL
Salary Range
$43,100.00 - $45,000.00 Salary/year
Description
POSITION SUMMARY:
This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Executive Assistant to President/CEO at the YMCA of South Palm Beach County intentionally fosters a cause-centered culture that is welcoming, genuine, hopeful, nurturing, and determined and also provides secretarial and high-level administrative support to the CEO, Board Chair, and assigned executive staff.
OUR CULTURE:
Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.
ESSENTIAL FUNCTIONS:

1. Chief liaison for President/CEO with internal staff, Y members, volunteers and board members.
2. Manages the CEO's schedule as well as schedules for assigned executive staff.
3. Fields all incoming calls to the CEO's office.
4. Prepares and edits correspondence, communication, presentations and other documents. Writes clearly and concisely, using correct grammar, vocabulary, and appropriate tone for the message or audience.
5. Coordinates annual schedules for Board of Directors and management meetings; produces and maintains minutes for meetings.
6. Coordinates yearly calendar with branches and inputs information into Outlook calendar.
7. Manages meetings of various committees, task forces, public officials and groups.
8. Arranges monthly Trustee meetings, including outlook invitations, PowerPoint presentation, meeting room and food arrangements.
9. Creates and manages travel itinerary and arrangements for President/CEO and Senior Staff members for Y conferences; prepares expense reports.
10. Exclusively plans and organizes large scale events, including: weekend retreats for board members and staff, joint board meetings and staff retreats.
11. Maintains computer databases for various reports, committees and mailings.
12. Regulates behavior based on assessment of situation, personal feelings, strengths, and limitations; uses discretion and independent judgment in handling confidential and sensitive information in connection with the CEO's responsibilities.
13. Gathers data, compiles and prepares all national statistical and assigned strategic plan reports.
14. Maintains organizational chart(s), master list of all Boards, Trustees and Branch Boards.
15. Coordinates staff business cards, name badges, stationery orders and office supplies for
    business/administrative offices.
16. Receives and interacts with incoming visitors for Association Office.
17. Serves as the primary backup for receiving, dating and distributing mail for Association and Branch staff.
18. Other duties as assigned.

Qualifications
QUALIFICATIONS:

• Bachelor's degree in social services, business or equivalent preferred.
• YMCA Team Leader certification preferred.
• Three or more years of related experience working as assistant to high level executives or administrators, preferably in a nonprofit setting.
• Proficient computer skills and in-depth knowledge of relevant software including MS Office Suite
• Experience working with, diverse populations (language, culture, race, physical ability, sexual orientation, etc.) and interact with a variety of different individuals at various levels.
• Understanding of the role of volunteerism within the YMCA.
• Knowledgeable about office processes and procedures.
• Organization, planning, and excellent communication skills (verbal, written, listening), along with attention to detail and precision.
• Professionalism, ability to self-supervise, works with integrity, confidentiality, discretion.
• Adaptability.
• Great judgment and sound decision-making ability.