Executive Administrator to President​/CEO

Reports To:

President/Chief Executive Officer (primary) and Director of Development (secondary)

The Executive Administrator provides high-level, confidential, and strategic administrative support to the President/CEO of the YMCA of Collier County. This role is essential to executive operations, fundraising support, volunteer engagement, and organizational effectiveness. The Executive Administrator serves as a trusted partner and liaison to leadership, the Board of Directors, donors, volunteers, and community stakeholders while advancing the YMCA’s mission.

Work Schedule:

Core hours Monday–Friday 9-6 (12:30 break), with occasional evenings and Saturdays/Sundays to support events, meetings, and community engagement activities.

• Bachelor’s degree or equivalent experience.
• 5–7 years of executive or senior-level administrative experience.
• Experience supporting fundraising, volunteer coordination, or Board operations.
• Exceptional organizational and communication skills.
• Ability to manage confidential information with discretion.

• Serves as a trusted liaison between the CEO, board members, senior staff, volunteers, and community partners.
• Provide comprehensive administrative support to the President/CEO and Director of Development.
• Serve as a connector between the President/CEO and direct reports by facilitating the flow of information, priorities, and follow-up.
• Prepare agendas, briefing materials, presentations, and correspondence.
• Tracks and supports CEO priorities tied to strategic plan, capital projects, major fundraising, and community initiatives.
• Attend committee and board meetings with CEO and other meetings as directed.
• Anticipates needs, flags risks, and ensures follow-through on commitments.
• Models professionalism, kindness, and discretion.
• Handles confidential matters with discretion, professionalism, and sound judgment.
• Helps maintain a welcoming, organized, mission-aligned environment.
• Represents the President/CEO internally and externally as appropriate.
• Supports HR functions such as onboarding, offboarding, compliance documentation, and staff communications.
• Ensures smooth internal workflows and consistent processes across departments.

• Helps manage information flow between teams.
• Assists with project tracking and follow-through.
• Creates a system and helps manage information flow between teams.
• Assists with project tracking and follow-through.
• Provides backup administrative support across departments.

• Coordinate Board and committee meetings, including Development-related committees with giving direction to the Development Assistant as needed.
• Prepare and distribute materials, record minutes, and track action items.
• Maintain governance records and support Board onboarding and engagement.

• Provide administrative and logistical support for fundraising initiatives and volunteer/donor engagement.
• Coordinate along with Development Assistant for donor meetings, materials, and follow-up.
• Support fundraising events, including evenings and weekends as needed.

• Support recruitment, onboarding, and coordination of volunteers.
• Serve as a primary point of contact for volunteers.
• Maintain volunteer records and assist with recognition and retention efforts.

• Assist with tracking executive priorities and strategic initiatives.
• Compile reports, summaries, and dashboards for leadership review.
• Maintain Board portal.

• Manage executive office systems and workflows.
• Ensure supplies and office is properly maintained.
• Coordinate travel, expense reporting, and administrative budgeting.
• Identify process improvements to enhance efficiency.

Other duties as assigned or necessary.