What are the responsibilities and job description for the Executive Assistant -YMCA of Greater Birmingham position at YMCA?
Position Summary:
The Executive Assistant facilitates our executive team's efficient operation by performing various clerical, administrative, and project management tasks. This role primarily supports the CEO and senior leaders and oversees broader activities to ensure smooth operations and events. Candidates should have excellent communication skills, organizational skills, and attention to detail. The ideal candidate will anticipate requirements, manage deadlines adeptly, and cultivate connections with diverse stakeholders.
General Functions and Duties:
Provide comprehensive support to the CEO and other senior executives.
Foster and manage relationships with board members effectively.
Record meeting minutes meticulously, ensuring precision and accessibility.
Coordinate in-person and virtual meetings, ensuring schedules and technology are accurate.
Develop agendas, compile meeting materials, document minutes, and track action items.
Ensure timely distribution of necessary materials.
Maintain accurate records of Board and committee memberships, attendance, and official documents.
Prepare and submit various reports to the board on behalf of leadership.
Manage corporate records meticulously to comply with legal standards.
Act as a liaison among the board, management, and members.
Maintain organizational calendars of events and meetings for staff.
Disseminate reports and pertinent information to relevant colleagues promptly.
Maintain comprehensive records and files for incident reports, ensuring precision and adherence to company policies and regulations.
Oversee certification tracking for all staff, ensuring compliance with the required training and certifications.
Child Abuse Prevention Responsibilities:
Adhere to policies related to boundaries with children and teens.
Attend required abuse risk management training annually.
Report suspicious and inappropriate behaviors and policy violations.
Follow mandated abuse reporting requirements.
Adhere to job-specific abuse risk management responsibilities.
Qualifications and Key Skills:
Experience working with top relationships (board members, teams, corporate and community partners) in a cross-functional staff reporting structure.
Three to five years of experience in an administrative or leadership support role.
Non-profit experience is preferred but not required.
Excellent verbal and written communication skills characterized by politeness, professionalism, and refinement.
Outstanding organizational skills and attention to detail.
Proven ability to manage time effectively and meet deadlines.
Exceptional interpersonal skills, enabling swift rapport-building with diverse individuals and groups.
Proficiency in Google Documents and Microsoft Office Suite.
Trusted to handle various responsibilities and confidential matters with utmost discretion.
Education:
Bachelor’s degree preferred.
