Executive Assistant

The Executive Assistant to the President & CEO plays a pivotal and highly trusted role in advancing our mission.

This position performs advanced, confidential administrative and executive support work while serving as a strategic partner to executive leadership. More than an administrative professional, the Executive Assistant is the organizational hub of the executive office — anticipating needs, managing priorities, strengthening relationships, and ensuring leadership can focus on mission impact. This role requires discretion, sound judgment, initiative, and the ability to think several steps ahead in a fast‑paced, dynamic nonprofit environment.

• High school diploma or equivalent required.
• College degree in Business Administration, Communications, or related field preferred.
• Equivalent combination of education and relevant experience considered.
• Minimum 3–5 years of experience supporting senior leadership.
• Experience in nonprofit or volunteer‑driven organizations strongly preferred.
• Demonstrated ability to manage complex calendars, projects, and multiple competing priorities.
• Proven experience handling confidential information with discretion.
• Experience supporting board governance activities preferred.
• Proficient in internal operating and accounting systems.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with Zoom, Microsoft Teams, and virtual meeting platforms.
• Strong knowledge of word processing, spreadsheets, database management, and presentation software.
• Typing proficiency.
• Exceptional written and verbal communication skills.
• Strong organizational and time‑management abilities with meticulous attention to detail.
• Ability to anticipate needs and take initiative with minimal supervision.
• Sound judgment and decision‑making skills when acting on behalf of executive leadership.
• Problem‑solving mindset with creativity and adaptability.
• Ability to tailor communication style to varied audiences.
• Must complete required YMCA trainings within 30‑90 days of employment.
• Ability to meet YMCA driving criteria.
• Ability to travel for association meetings and events as needed.
• Ability to lift and carry up to 30 pounds occasionally.
• Must be able to work effectively in a fast‑paced and sometimes disruptive environment.

• Provide advanced administrative support to the President & CEO.
• Track executive assignments and ensure follow‑through from staff in a supportive fashion when needed.
• Monitor and coordinate executive schedules to ensure priorities, deadlines, and commitments are met.
• Draft, edit, and prepare professional correspondence, reports, presentations, and communications for signature.
• Conduct research and provide background information to support decision‑making.

• Independently coordinate and plan meetings, conferences, and special events.
• Prepare agendas, exhibits, board packets, and supporting materials.
• Attend meetings as assigned; record and distribute minutes and follow‑up action items.
• Maintain familiarity with Robert’s Rules of Order (preferred) as referenced as needed.
• Serve as a liaison between executive leadership and staff, volunteers, board members, community leaders, donors, Texas State Alliance, and National YMCA personnel.
• Answer and screen calls; handle inquiries and gather information for follow‑up.
• Build and cultivate positive relationships across the organization and community.
• Represent the executive office with professionalism and warmth.
• Support donor relations and development efforts as needed.

• Provide logistical and operational support for executive‑level events and presentations.
• Manage community involvement activities connected to executive leadership responsibilities.
• Represent the organization at events when appropriate.
• Coordinate travel arrangements, itineraries, and reservations.
• Manage expense reporting and documentation.
• Maintain highly confidential files, records, and executive documents.
• Supervise and support reception operations; provide coverage planning as needed.
• Organize and maintain executive office systems, supplies, and equipment.