Executive Assistant

We’re looking for an Executive Assistant who’s organized, proactive, and brings both heart and professionalism to everything they do. You thrive on keeping our leadership team on track, managing details with integrity, and ensuring that every interaction reflects the high standards of our organization.

The Executive Assistant plays an essential role in supporting the CEO, Board Chair, and executive leadership team (COO, CFO, CHRO, CDO), ensuring smooth operations and effective communication across the organization. This position requires strong discretion, initiative, and the ability to manage multiple tasks with care and professionalism. We are seeking someone who is organized, resourceful, and experienced in executive-level support, with the ability to anticipate needs, solve problems independently, and uphold a high standard of service that reflects the mission and values of the YMCA.

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world.

We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

Members are the heart of this organization. They are the reason we exist. Members are the most important visitors we have, whether they visit by mail, phone or in person. They are not statistics and always deserve our respect. No matter what we are hired to do, satisfying members’ needs and wants is everyone’s first and most important responsibility.

• Manages the CEO’s schedule as well as schedules for assigned executive staff (if needed). Includes scheduling meetings, coordinating logistics, arranging travel and preparing expense reports.
• Exercises a high level of discretion, confidentiality, and independent judgement in handling sensitive information correspondence and executive and Board records.
• Serves as the primary point of contact for the CEO’s office, greeting visitors, directing inquiries and managing incoming calls and communications. Ensures the executive office area is consistently organized, clean and presentable at all times, reflecting the professionalism of the CEO and leadership team.
• Prepares communications for meeting agendas, minutes, briefing materials, and supporting documents for the Board of Directors, Finance Committee and other leadership groups.
• Coordinates meeting logistics (space set-up, technology, supplies, refreshments, etc.) for meetings for CEO or Senior Team.
• Actively supports the organization’s DEIB commitments by modeling equity, diversity, inclusion, and belonging in daily work. Recommend and helps implement strategies and initiatives that advance the organization’s diversity goals.
• Coordinates meeting logistics for executive leadership, Board committees, internal teams, community partners, and public officials, including space setup, technology, supplies, and refreshments.
• Prepares and coordinates meeting logistics, including gathering necessary supplies, arranging refreshments, and organizing agendas and supporting documents. Manages materials and catering for monthly staff meetings, events, and trainings. Oversees setup and breakdown for all meetings.
• Coordinates arrangements for meetings of various committees, task forces, public officials and groups. Prepares and sends calendar invites and emails with necessary details.
• Maintains computer databases for various reports (e.g. annual Y USA report), committees, CEO Stewardship, mailings, Secretary of State filings.
• Coordinates annual schedules for Board of Directors and management meetings.
• Maintains organizational chart(s) and employee directory.
• Leads the preparation and organization of the WSY Annual Meeting held each May. Initiates planning activities beginning in…