Executive Administration Assistant

Applications are now being accepted. The anticipated start date for this position is August 2026.

Reports To:

President/CEO FLSA Status:
Non-Exempt

The Executive Administrative Assistant provides high-level administrative and operational support to the President/CEO and senior leadership team. This role is responsible for managing executive communications, coordinating board and leadership activities, supporting organizational initiatives, and ensuring efficient day-to-day operations aligned with the YMCA’s mission, vision, and values.

• Executive & Calendar Management
  • Manage and prioritize the CEO’s calendar, including internal and external meetings
  • Coordinate executive leadership meetings, donor meetings, and community engagements
  • Track and schedule recurring meetings (board, cabinet, leadership team, committees)
  • Maintain contact lists and key stakeholder information
• Board & Governance Support
  • Prepare and distribute Board of Directors packets and agendas
  • Record and maintain accurate board and committee meeting minutes
  • Coordinate board communications, including birthdays, recognition, and gifts
  • Maintain board roster, terms, and compliance documentation (e.g., COI forms)
  • Support board chair and CEO with agenda planning and follow-up
• Communication & Relationship Management
  • Manage executive correspondence, including emails, letters, and donor communications
  • Serve as a liaison with community leaders, donors, volunteers, and staff
  • Draft and proofread reports, presentations, and organizational communications
  • Ensure timely and professional communication across stakeholders
• Event & Project Coordination
  • Plan and support key YMCA events such as Annual Campaign Kickoff and Good Friday Breakfast
  • Coordinate logistics including venue, registration, materials, and volunteers
  • Assist with special projects and organizational initiatives
• Travel & Logistics Management
  • Coordinate travel arrangements (flights, hotels, rental cars, registrations)
  • Manage itineraries and related logistics for executives and leadership
  • Arrange meeting spaces, catering, and supplies as needed
• Administrative & Document Support
  • Prepare, edit, and proofread reports, policies, procedures, and presentations
  • Maintain organized filing systems (digital and physical)
  • Track and document volunteer hours and internal records
  • Support grant documentation and reporting as needed
• Financial & Committee Support
  • Provide administrative support to internal committees (e.g., C-Fund)
  • Track and assist with committee documentation and communication
  • Ensure adherence to YMCA financial and administrative policies

• Bachelor’s degree preferred or equivalent experience
• 3–5 years of administrative or executive support experience preferred
• Strong proficiency in Microsoft Office and business systems
• Excellent written and verbal communication skills
• High level of confidentiality and professionalism
• Valid driver’s license and ability to travel as needed

• Ability to sit, stand, and walk for extended periods
• Occasional lifting up to 25 lbs
• Frequent communication (in-person and phone)
• Work primarily in an office environment within an active YMCA setting

• Accepts and demonstrates the Y’s values
• Demonstrates a desire to serve others and fulfill community needs
• Recruits volunteers and builds effective, supportive working relationships with them
• Supports fundraising

• Works effectively with people of different backgrounds, abilities, opinions, and perceptions
• Builds rapport and relates well to others
• Seeks first to understand the other person’s point of view and remains calm in challenging situations
• Listens for understanding and meaning; speaks and writes effectively
• Takes initiative to assist in developing others

• Makes sound judgments, and transfers learning from one situation to another
• New approaches and discovers ideas to create a better member experience
• Embraces and establishes goals, clarifies tasks, plans work and actively participates in meetings
• Follows budgeting policies and procedures and reports all financial irregularities immediately
• Strives to meet or exceed goals and deliver a high-value experience for members

• Pursues self-development that enhances job performance
• Demonstrates an openness to change and seeks opportunities in the change process
• Accurately assesses personal feelings, strengths and limitations and how they impact relationships
• Has functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology