Executive Administrative Assistant

Jobs at the Y
Imagine going to work knowing that what you do each day positively affects the lives of the people in your community. Working at the Y, you’ll discover more than a job—you’ll enjoy a career with a future and the opportunity to make a lasting difference in the lives of those around you. Our staff members, of all ages and from diverse backgrounds and life experiences, enjoy the personal satisfaction that comes from nurturing the potential of youth and teens, improving the nation’s health and well-being, and providing support to our neighbors.

All employment opportunities with the Monroe County YMCA for either the Southeast or Northwest Y will be posted here. Applications are accepted only for positions posted as open. Applications must be fully and correctly completed to be accepted and screened. All applications are subject to background checks.

Status: Full-Time, Non-Exempt
Reports to: CEO

POSITION SUMMARY:

Provide high-level administrative support to CEO, managing appointments, arranging travel, handling complex communications, coordinating meetings, preparing documents, and acting as a gatekeeper to protect the CEO’s time, requiring discretion and strong organizational skills to maintain efficiency in a fast-paced environment.

ESSENTIAL FUNCTIONS:

• Help manage CEO schedule assisting with email correspondence and scheduling of meetings and appointments. Assist with preparation for meetings and attend meetings when necessary.
• Use discretion and independent judgment in handling confidential and sensitive information in connection with the CEO’s responsibilities.
• Maintain highly confidential Executive and Board files and correspondence.
• Produce and maintain minutes for Association Board members.
• Make available to Accounting Office all documents for submission to the Auditor annually.
• Coordinate Association Board documentation and communication.
• Accept and document donations on a cash receipts log for development and accounting offices, and upload list with GL numbers into the Accounting SharePoint file.
• Serve as Administrator for Y-Exchange site.
• Gather data, compile, and prepare YMCA National and State Annual Reports.
• Assist COO with preparation and dissemination of Financial Aid awards.
• Responsible for purchasing and billing for CEO and CFO.
• Prepare and adhere to annual budget pertaining to Association-wide office supplies, bulk mail, postage account, and copier/copy expense.
• Monitor bulk mail account funds.
• Oversee office equipment leases and maintain equipment as needed.
• Track and prepare CEO’s and CFO’s expense and credit card statements.
• Assist CEO with oversight of Board-related budget lines.
• Daily pick-up/distribution of mail and process bulk mailings as needed.
• Possess a current Notary certification.

ADDITIONAL ADMINISTRATIVE DUTIES:

• Provide clerical support for Y staff as needed and assist where needed as directed by CEO.
• Update and maintain information and policies for staff to access on SharePoint and other designated drives.
• Manage room schedules and staff lists.
• Manage general email inbox via direct replies or forwarding to appropriate staff.
• Manage all tasks and errands, including lunches and document deliveries, needed by CEO.
• Oversee Association-wide event calendars and room schedules.
• Assist Risk Management & Support Services Director with facility rentals as needed.
• Coordinate Director and Leadership Development Group meetings.
• Other responsibilities as deemed necessary by the CEO.

QUALIFICATIONS:

• College degree in business, social services or equivalent preferred.
• Three or more years of related experience working as an assistant to high-level executives or administrators.
• Proficient in all standard business software.
• Knowledgeable about office processes and procedures.

COMMUNITY DESCRIPTION:

The YMCA of Monroe County, founded on Christian principles, is a charitable organization with an inclusive environment committed to enriching the quality of family, spiritual, social, mental, and physical well-being. Through group exercise classes, youth programs, swim lessons, adult health programs and more, we aim to build a healthier Monroe County. Every day, we work side by side with our neighbors to make sure that everyone, regardless of age, income, or background, has the opportunity to learn, grow, and thrive.