Executive Assistant (CEO)

The YMCA of the East Bay is seeking an Executive Assistant to join a high-performing leadership team to serve the greater East Bay. This role supports the CEO and will be a key member of the leadership team. 

POSITION SUMMARY: 

These general functions will be carried out in keeping with the Goals, Mission and Policies of the YMCA of the East Bay. Provide comprehensive executive-level administrative support to the Chief Executive Officer and Executive Office. Serve as a trusted partner by coordinating executive communications, managing complex scheduling, supporting the Board of Directors and Executive Committee, maintaining confidential records, coordinating meetings and travel, overseeing executive office operations, and ensuring the efficient functioning of the Executive Office while advancing the mission and strategic priorities of the YMCA of the East Bay.

ESSENTIAL FUNCTIONS:

1. Provide exemplary customer service to staff, volunteers, Board members, community partners, donors and visitors that models relationship-building skills in all interactions. 


2. Provide comprehensive executive administrative support to the Chief Executive Officer, exercising sound judgment, discretion, initiative and professionalism in all matters. 


3. Manage and maintain the CEO's complex calendar, scheduling appointments, meetings, speaking engagements and other commitments while balancing competing priorities.


4. Coordinate logistics for internal and external meetings, retreats and committees including scheduling, meeting materials, catering, technology, room reservations and follow-up communications.


5. Respond to ongoing strategic requests from the CEO.


6. Research areas of inquiry for the CEO.


7. Serve as primary administrative support for the Board of Directors, Executive Committee and other assigned Board committees by:
   
   
   
   1. Preparing agendas and informational meeting packets.
   
   
   2. Recording accurate meeting minutes
   
   
   3. Distributing approved minutes and materials.
   
   
   4. Coordinating meeting locations and logistics.
   
   
   5. Maintaining Board files and governance records.
   
   
   
   


8. Arrange travel for the CEO, including itineraries, transportation, lodging, registrations and expense documentation.


9. Draft, prepare, edit and proofread correspondence, reports, presentations and other communications on behalf of the CEO, ensuring accuracy, professionalism and appropriate tone.


10. Maintain confidential records and handle highly sensitive organizational, personnel, legal and financial information with the highest degree of discretion and confidentiality.


11. Maintain executive office files, records and databases, including Board records, contact lists and mailing databases, ensuring information remains accurate, current and secure.


12. Oversee day-to-day Executive Office operations including office supply inventory and ordering, mail distribution, work order requests, office organization and workspace maintenance.


13. Support executive leadership meetings by preparing materials, tracking action items and following up on assignments as directed.


14. Coordinate and provide administrative support for organizational special events, donor events, recognition activities and other executive initiatives.


15. Assist with special projects requiring research, data collection, report preparation and cross-departmental coordination.


16. Attend and actively participate in staff meetings, trainings, organizational events and other meetings as assigned.


17. Perform other duties and special projects as assigned.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach and must be able to move around the work environment


• The employee must occasionally lift and/or move up to 10 pounds


• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust


• The noise level in the work environment is usually moderate

QUALIFICATIONS:

• High school diploma or GED required; Associate or Bachelor degree preferred.


• Five or more years of progressively responsible executive administrative support experience, preferably supporting a CEO, Executive Director or other senior executive.


• Experience supporting Boards of Directors and preparing Board meeting materials and minutes strongly preferred.


• Exceptional organizational, planning and project management skills.


• Excellent written, verbal and interpersonal communication skills.


• Proven ability to maintain confidentiality and exercise sound judgment in handling sensitive matters.


• Advanced proficiency with Microsoft Office Suite, Outlook, Teams and other office productivity software.


• Ability to relate effectively to diverse groups of people from all social and economic segments of the community. 

OUR AMAZING BENEFITS: 

• Health, dental, vision and life insurance


• 6 weeks of Paid Time Off annually


• 8 YMCA holidays plus 4 floating holidays


• Retirement plan – YMCA contribution of 10% of salary after 2 years of employment


• Tuition reimbursement


• Flexible spending account


• YMCA membership at Y NorCal fitness center locations

HYBRID WORK:

• 4 days in office, 1 day remote (with options for Zoom board meetings)