Executive & Administrative Assistant

Frost Valley YMCA•Town of Neversink, NY

17d•$58,000 - $62,000•Hybrid

About The Position

The Executive & Administrative Assistant provides high-level administrative support to the CEO and serves as a vital operational link between the Board of Directors, staff, and visitors. This role manages complex executive logistics, coordinates a robust calendar of internal culture-building events, and ensures the smooth daily functioning of the main office. By balancing governance-level support with general office administration and guest services, this position ensures that Frost Valley’s leadership and internal teams operate with maximum efficiency and hospitality. This is a hybrid position that requires a combination of remote work and regular on-site presence; candidates must be able to reliably commute and fulfill in-person responsibilities as needed.

Requirements

Associate or Bachelor’s degree preferred, or equivalent professional experience.
3+ years of experience in an executive support or office management role, ideally within a non-profit or hospitality setting.
Proficiency in Google Workspace and Microsoft Office (specifically Outlook for calendar management). Experience with digital filing systems and basic financial/PO tracking. Proficient in integrating AI into workflow.
Exceptional writing and editing skills; ability to produce professional, board-ready meeting minutes and staff-wide announcements.
A "project management" mindset with the ability to juggle event planning, executive needs, and front-desk duties simultaneously.
Ability to interact with high-level board members, donors, and seasonal staff with equal professionalism and warmth.
Ability to work on-site 2-3 days per week (including Monday/Tuesday) with occasional flexibility for evening and/or weekend and board meetings.

Responsibilities

Manage the CEO’s complex professional calendar and all aspects of travel management. Act as a gatekeeper and liaison, ensuring the CEO is prepared for all daily engagements and long-term commitments.
Serve as the primary administrative point of contact for the Board of Directors. Coordinate committee meetings, manage the onboarding process for new members, and handle all board meeting preparation. Responsible for capturing and distributing accurate minutes for all board and committee sessions.
Lead the planning and execution of a wide variety of organizational events, including the 332 Dinners, Holiday Party, Kellogg events, Summer BBQ, Fall Welcome celebration, and CEO-hosted gatherings. Coordinate logistics for large-scale events such as Fireworks.
Maintain the organization’s annual master calendar. Manage logistics for All-Staff meetings, administrative briefings, and bi-annual on-site retreats. Oversee staff celebrations and contribute to internal communications to keep the team informed and connected.
Provide a welcoming and professional presence at the front desk on Mondays and Tuesdays, serving as the first point of contact for guests, vendors, and community members.
Support the HR and Finance departments with essential administrative tasks, including high-volume copying, filing, and document organization. Manage the Purchase Order (P/O) process, staff reimbursement processing, and the organization’s Amazon Business account.
Provide dedicated support to the Development team during the busy summer season and offer on-site logistics and administrative support for staff during peak program months.
Other duties as assigned.