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YMCA of the USA · 3 days ago

Executive Assistant

Newton, MA

Full-time

Onsite

Mid, Senior Level

3+ years exp

YMCA of the USA is seeking an organized and proactive Executive Assistant to support the CEO and executive leadership team. The role involves managing schedules, coordinating meetings, and ensuring effective communication while upholding the organization's high standards of professionalism and service.

Career PlanningCommunities

H1B Sponsor Likely

Responsibilities

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 (i.e. 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

Assists in the preparation and organization of the WSY Annual Meeting held each May. Support with event setup, coordination, and day-of execution

Gathers data, compiles and prepares all national statistical and assigned strategic plan reports

Orders organizational wide office supplies weekly, as well as distributes appropriately to correct employees

Learns company systems (SGA, CCC, Quickbooks) and helps to process administrative POs, credit card reconciliations and submitting monthly credit card reports for senior team, etc

Responsible for the organization of the Staff Lounge, i.e. Staff Mailboxes, stocking paper and ink supplies for copier, fax machine, postage meter, stocking coffee, distributing mail

Provides administrative support to the Development Department, including accurately entering and processing donations, maintaining donor records, and generating reports to support fundraising and engagement efforts

Maintain and coordinate updates to WSY plaques with yearly recipients

Acts as back-up to HR Associate to receive and coordinate volunteer applications. Assign volunteers to departments and coordinate schedules. Cross trains with Human Resources Associate on Human Resources administrative tasks (background checks, online training checks, onboarding activities)

Assists in planning and coordinating staff appreciation events, including preparing event materials, managing communications, collecting RSVPs, and supporting food and logistical arrangements

Newton Corner Place Liaison

Work with NCDF and NHA when needed

Direct resident inquiries to appropriate staff member

Processes receipts for rent payments

Mail delivery to residents/mailboxes

Provides support when needed to administration departments including Accounting, Human Resources and Operations

Cross trains with finance and human resources departments with certain tasks to ensure superior customer service with members, staff and volunteers

Demonstrates a team-oriented approach by providing support across the organization as needed, which may include assisting in break coverage in preschool classrooms, accompanying staff on van routes, or helping with other operational tasks to ensure smooth daily operations

Post, as needed or instructed, to executive team’s WSY social media pages

This position typically holds business hours, except for executive meetings/events which are occasionally held early morning, evenings and some weekends

Special Projects as assigned

Qualification

Executive support experienceMicrosoft Office SuiteOrganizational skillsBusiness writing skillsEvent coordinationDiscretionDiversity awarenessLanguage skillsIntegrityProblem-solvingAdaptabilityTeam-oriented approach

Required

Three or more years of proven experience as an executive assistant or in a senior administrative role supporting high-level executives, preferably in a nonprofit setting

Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously

Proficient in all standard business software, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management software

Strong business writing, editing, and proofreading skills, with the ability to prepare clear, professional correspondence, reports, and executive communications

Experience coordinating meetings, events, and large-scale organizational initiatives

Committing to support and further our equity-centered work as an organization. Actively supports the executive team in all DEIB efforts

Knowledgeable about office processes and procedures

Able to identify and address the needs of senior team and perform administrative tasks to ensure our organization's workflow runs smoothly

Ability to work with high level of integrity, discretion and a professional presentation and approach

Detail-oriented, proactive, and solution-focused. Adaptable and able to thrive in a fast-paced executive environment

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

Flexibility with days and hours as needed at certain events and activities

CPR and First Aid within 30 days

Preferred

Bachelor's degree in Business Administration, Communications, Human Resources, or a related field (preferred but not required)

Prefer knowledge of and previous experience with diverse populations (language, culture, race, physical and mental ability, etc.)

Ability to speak any language in addition to English may be helpful

Company

YMCA of the USA

Glassdoor3.9

YMCA of the USA is the national resource office for the nation's YMCAs. Located in Chicago, IL, YMCA of the USA exists to serve YMCAs.

Founded in 1844

Chicago, Illinois, USA

51-200 employees

http://www.ymca.net/

H1B Sponsorship

YMCA of the USA has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2024 (2)