POSITION SUMMARY:

Under the guidance of the Chief Executive Officer, the Administrative Assistant assist in the management and coordination of executive schedules and functions, perform advance and important clerical work, and other designated administrative dutis for the CEO. The work conducted in this position is often confidential. This position is also responsible for the oversight of the executive offices.

ESSENTIAL FUNCTIONS:

• Assists the CEO, Board Chair and executive staff by providing high-level administrative support involving the use of discretion and independent judgment.
• Serves as a Liaison between the Board of Directors and the CEO, as well as liaison for internal and external communications for executives and senior staff.
• Coordinates monthly board of directors' and committee meetings, and ensures that all members are fully prepared for meetings by developing, coordinating, collecting and providing materials to participants in a timely manner so that they can make key business decisions.
• Attend board and committee meetings to take, transcribe and distribute meeting minutes.
• Provide staff assistance to higher-level management staff; participate on and provide staff support to develop, prepare and present staff reports and other correspondence as appropriate and necessary.
• Coordinates meetings, conferences, travel arrangements for executive staff, schedules appointments, maintains CEO calendar.
• Coordinates and collaborates with departments, divisions and outside agencies; public and private organizations, community groups and other social organizations; provide information and serves as a resource.
• Coordinate A Place To Dream Program, process applicaitions, contact families for delivery, pack and order supplies.
• Serves as receptionist at Team Headquarters, as needed.

YMCA LEADERSHIP COMPETENCIES: (Team Leader)

• Mission Advancement: Models and teaches the Y's values. Ensures a high level of service with a commitment to changing lives. Provides volunteers with orientation, training, development and recognition. Cultivates relationships to support fundraising.
• Collaboration: Champions inclusion activities, strategies and initiatives. Build relationships to create small communities. Empathetically listens and communicates for understanding when negotiating and dealing with conflict. Effectively tailors communications to the appropriate audience. Provides staff with feedback, coaching, guidance and support.
• Operational Effectiveness: Provides others with frameworks for making decisions. Conducts prototypes to support the launching of programs and activities. Develops, plans and manages best practices through engagement of team. Effectively creates and manages budgets. Holds staff accountable for high-quality results using a formal process to measure progress.
• Personal Growth: Shares new insights. Facilitates change; models adaptability and an awareness of the impact of change. Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

QUALIFICATIONS

• Bachelor's degree in related field preferred or equivalent combination of education and experience.
• Three or more years' previous professional experience in working as high-level assistants to executives.
• Non-profit experience preferred.
• Excellent personal computer skills and experience with standard business software.
• Must have good interpersonal, public relations and communications skills, including the ability to make presentations and handle media inquiries.
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.

PERSONAL QUALITIES

• Energetic, articulate, able to work well under deadlines, flexible, and professional in demeanor and appearance.
• Knowledge of the principles and practices of facilities rules, policies, and procedures.
• Leadership qualities and public relation skills.

TYPICAL WORKING CONDITIONS:

Position is in office environment and requires automobile travel to branches, training, seminars or workshops.