Executive Assistant

POSITION SUMMARY:

Provides high-level administrative support to the President of the South Shore YMCA. When assigned by the President, also may provide support for others within the organization (CEO, COO, CFO, CDO, etc.). At all times, ensuring confidentiality and independent judgment in all tasks. Facilitates communication between the President and internal/external stakeholders. The ideal candidate is proactive, meets deadlines, maintains professionalism, and communicates effectively. Prior experience as an Executive Assistant, proficiency in office management technologies, and strong multitasking and problem-solving skills are essential.

OUR CULTURE:

Our mission and core values are brought to life by our culture. At 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 make a difference. 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 deter-mined: above all else, we are on a relentless quest to make our community stronger beginning with you.

MEMBER / CUSTOMER SERVICE STATEMENT:

Members / customers are the heart of this organization. They are the reason we exist. Members are the most important visitors we have, whether they visit by mail, phone or in person. They are not statistics and always deserve our respect. Behind safety, no matter what we are hired to do, satisfying members needs and wants is everyones first and most important responsibility.

ESSENTIAL FUNCTIONS:

Executive Support & Coordination:

• Manage the Presidents schedule, ensuring thorough preparation for meetings, events, and engagements through research and briefings.
• Handle travel arrangements, expense reports, and related logistics.
• Act as the primary gatekeeper, fielding calls, visitors, and correspondence for the Presidents office.
• Prepare agendas, materials, and minutes for Board of Directors meetings and other leadership discussions.
• Maintain executive and Board files, ensuring confidentiality and proper documentation.
• Oversee the scheduling and logistics of executive conference rooms and meeting spaces.

Communication & Stakeholder Engagement:

• Draft, review, and distribute communications on behalf of the President and Executive Team.
• Facilitate coordination for committees, task forces, public officials, and key stakeholders.
• Maintain organizational charts, employee directories, and leadership calendars.
• Support the Presidents and Executive Teams social media presence as needed.

Event & Meeting Coordination:

• Plan and coordinate leadership meetings, including Board meetings, executive retreats, and special events.
• Ensure all meetings are well-organized, with necessary materials, agendas, catering, and logistics in place.
• Assist in the preparation and execution of organizational events, including scriptwriting, on-site coordination, and follow-up.

Administrative Operations & Project Management:

• Maintain databases and generate reports for national, strategic, and annual reporting requirements.
• Oversee executive office supplies, mail distribution, and the organization of executive office spaces.
• Support the administration of volunteer applications, onboarding, and background checks.
• Crosstrain with Finance and Human Resources to provide superior customer service and operational continuity.
• Assist with purchase orders, credit card reconciliations, and other ad-ministrative processes.
• Lead and contribute to special projects as assigned, ensuring timely execution and alignment with organizational goals.

Work Schedule & Expectations:

• Primarily follows weekday business hours, with occasional early morn-ings, evenings, and weekends required for executive meetings and events.

COMPETENCIES MULTI-TEAM LEADER

• Mission & Community Oriented Embodies and reinforces the YMCA organizations values, fostering meaningful connections within the community.
• People Oriented Cultivates strong partnerships and collaboration, effectively communicates to gain support for organizational goals, and provides the necessary tools and resources for team success.
• Results Oriented Takes accountability, drives execution, and en-sures strategic plans are carried out efficiently. Secures resources for philanthropic initiatives, integrates diverse perspectives for informed decision-making, and upholds financial integrity through sound ac-counting practices. Uses data-driven insights to evaluate outcomes and enhance decision-making.
• Personal Development Anticipates challenges, fosters a culture of continuous learning, and embraces diverse perspectives and approaches. Encourages adaptability and maintains a sense of urgency to drive positive change.
• Team Oriented As a key contributor to the Associations success, works closely with the President to nurture a positive, collaborative, and high-performing work environment

QUALIFICATIONS:

• Education & Experience:
  • Associates degree in business administration, communications, or a related field required; a bachelors degree preferred.
  • Minimum of three years of experience supporting senior execu-tives or leadership teams, preferably in a nonprofit or mission-driven organization.
  • Strong understanding of office management, C-suite level sup-port best practices and organizational workflows.
• Technical & Communication Skills:
  • Proficiency in modern business software: Microsoft Office Suite, Google Workspace, project management tools, A.I. and CRM systems.
  • Excellent written and verbal communication skills, including business correspondence, editing, and proofreading.
  • Strong research, problem-solving, and decision-making abilities to anticipate and address leadership needs.
• Professional & Interpersonal Skills:
  • High level of professionalism, discretion, and integrity when handling confidential information.
  • Ability to work effectively under pressure, manage competing priorities, and meet deadlines in a fast-paced environment.
  • Strong interpersonal skills with the ability to build relationships across diverse teams, stakeholders, and community members.
  • Experience working with and understanding diverse populations, including various cultural, linguistic, and socioeconomic back-grounds.
• Additional Considerations:
  • Flexibility to occasionally work early mornings, evenings, and weekends for executive meetings or events.
  • Multilingual skills are a plus but not required.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is often required to: climb stairs, bend, stoop, kneel, twist, reach with hands, sit or stand for an extended period, walk, lift and/or move up to 30 pounds, have finger dexterity, grasp, perform repetitive motions, talk, hear and have visual acuity.