What are the responsibilities and job description for the Executive Administrator position at YMCA?
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 Administrator at the Jackson YMCA intentionally fosters a cause-centered, welcoming, genuine, hopeful, nurturing, and determined culture and provides high-level administrative support to the CEO, Board Chair, and assigned executive staff. The Executive Administrator onboards new employees, leads employee engagement activities, and facilitates annual campaigns, fundraising, and other special YMCA events.
- Bachelor's degree in business administration or equivalent combination of education and experience.
- High degrees of confidentiality and composure are a must.
- YMCA Team Leader certification.
- YMCA Multi-team Leader a plus
- Two or more years of related experience
- Excellent personal computer skills and experience with standard business software, preferably experience Word, Xcel, Canva and all things Google.
- Strong written and verbal communication skills.
- Ability to relate and communicate effectively with diverse groups
1. Cultivate a welcoming and safe environment while establishing a positive rapport with staff, volunteers, donors, community leaders and the Board of Directors
2. Schedules and coordinates meetings and events as assigned including board and committee meetings, preparation of board materials, and minutes for board and committee meetings.
3. Provide administrative support to the CEO and board of directors, including calendar reminders, document retrieval and distribution, file management, project execution within established timelines, and organizing board related timelines and tasks for the CEO and CFO.
4. Manages all assigned documentation, correspondence, and communication as highly confidential. Responds to all correspondence promptly and professionally.
5. Supports donor relationship management, including gift processing, securing and inventorying silent auction items and sponsorships, and overseeing acknowledgement, recognition, and donor events assigned.
6. Supports organizational fundraising activities and works with events leads to maintain logs of sponsors and donors for each event.
7. Works closely with the Senior Director of Member Engagement for PSA media releases and inquiries, maintaining a catalog of marketing and communications contracts and agreements, and coordination and distribution of membership e-newsletters.
8. Supports annual communications planning for relevant internal and external parties; collaborates with local non-profits as assigned to strengthen the organization's communication pipeline.
9. Support and facilitate fundraising materials development and distribution and all aspects of event planning as assigned by the CEO
10. Support the CEO in maintaining performance management, appraisal, and leadership development programs.
11. Support the executive team with distribution of job postings, onsite recruitment events, new employee onboarding, and YUSA leadership development planning.
12. Facilitates employee access to partner delivered training content and maintains accurate completion records
13. Maintains personnel files
14. Participates in regular reviews of facility-wide operating procedures, including the employee handbook, and organizational policies, and performs tasks associated with maintaining such records as assigned.
15. Supports the Senior Director of Finance and Business planning with payroll processing and financial report preparation
16. All other tasks assigned by the CEO.
- Functional Expertise
- Building Relationships
- Developing Self & Others
- Emotional maturity
- Inclusion
