Executive Administration Assistant

YMCA of Muncie•Muncie, IN

1d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

Bachelor’s degree preferred or equivalent experience
3–5 years of administrative or executive support experience preferred

Responsibilities

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
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
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
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
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
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
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