Executive Assistant

POSITION SUMMARY

The Executive Assistant provides key administrative support to the CEO, Board of Directors, and leadership team to ensure smooth daily operations. This role manages schedules, meeting coordination, communication flow, and general office tasks while handling confidential information with care. The Executive Assistant supports the Y’s mission by helping leadership stay organized, informed, and focused on delivering impactful services to the community.

Fulfill Y’s mission to put Christian principles into practice through programs that build healthy spirit, mind, and body for all.
Promote and incorporate the YMCA’s core values and mission into all aspects of the job in the community.
Provide comprehensive administrative support to the CEO and serve as the primary staff liaison to the Board of Directors, including scheduling meetings, preparing for board packets, taking minutes, and ensuring compliance with governance requirements.
Manage complex calendars and priorities for the CEO, anticipating needs.
Draft, proofread, and edit sensitive correspondence, reports, and presentations for internal and external stakeholders.
Assist the business office with various administrative and accounting functions, such as processing invoices, tracking expenses, and support budget monitoring.
Plan, organize, and implement assigned special projects and cross-departmental initiatives, tracking progress and ensuring alignment with the organization's strategic plan.
Develop and implement best practices and new workflows to improve operational efficiency and effectiveness across the association.
Assist with the coordination of special events, fundraising activities, and recognition programs, including logistics and volunteer engagement.
Sserve as a member of the Association Leadership Team
Participate as an active team member for overall advancement of the Association.
All other duties as assigned.

QUALIFICATIONS: Works effectively with people of different backgrounds, abilities, opinions and perceptions.
Must be at least 21 years of age.
Associate’s or Bachelor's degree in Business Administration, or related field is preferred.
3+ years of relevant experience in a combination of executive administration and/or operations, preferably within a nonprofit environment.
Exceptional organizational, project management, and time-management skills with high attention to detail.
Strong ability to manage confidential information with discretion and sound judgement.

Experience with HRIS or membership systems (e.g. ADP, Daxko).
Excellent written and verbal communication skills and the ability to interact effectively with diverse groups of people.
Required trainings:
- Within 30 days of hire:
Child Abuse Prevention (West Bend online).
- Within 30 days of hire:
Blood Borne Pathogens (West Bend online).
- Within 60 days of hire: CPR and First Aid.
- Within 90 days of hire:
Listen First and Y Welcome.
Proficient in all standard business software including Google platforms and Microsoft Office.