Executive Assistant to the President/CEO

YMCA Buffalo Niagara • Buffalo, NY

3d • $58,000 - $62,000 • Onsite

About The Position

The Executive Assistant to the President/CEO serves as a strategic partner to the President/CEO and coordinates executive priorities, supports board governance and the senior leadership team, and advances organizational effectiveness across YMCA Buffalo Niagara. The position is a central point of coordination among the Office of the President, Board of Directors, Senior Leadership Team, volunteers, and community stakeholders to help ensure that strategic initiatives, governance activities, and organizational priorities are effectively executed.

The role provides comprehensive executive and office support, including managing communications and calendars, preparing executive materials, coordinating meetings and travel, maintaining confidential information, and following up on action items. It also supports board and committee governance, strategic planning and reporting, senior leadership coordination, stakeholder engagement, and administrative processes. The position is on-site in a corporate office work environment and may require a flexible work schedule and occasional travel to various locations.

The role requires an associate degree in a related field or an equivalent combination of education and experience; a bachelor's degree is preferred. Candidates should have five to eight or more years of progressively responsible professional experience in a related field and experience supporting executive leaders, boards, committees, or volunteer leadership groups. Applications must include a cover letter and resume.

Requirements

• Associate degree in business administration, public administration, nonprofit management, or a related field, or an equivalent combination of education and experience.
• Five to eight or more years of progressively responsible professional experience in project management, executive operations, governance, organizational leadership, or a related field.
• Demonstrated expertise in Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to produce executive-level correspondence and presentations, manage complex calendars, organize electronic records, create reports and spreadsheets, coordinate virtual meetings, and use technology to support executive leadership and board governance.
• Demonstrated experience supporting executive leaders, boards, committees, or volunteer leadership groups.
• Strong project management, organizational effectiveness, and stakeholder engagement skills.
• Exceptional written and verbal communication skills.
• Ability to manage multiple priorities while maintaining attention to detail.
• Ability to meet the position's physical demands, including regularly walking, standing, climbing stairs, sitting, listening, speaking, using finger dexterity, hearing, and visual acuity; may need to lift, push, and pull.
• Applications must include a cover letter and resume to be considered.

Nice To Haves

• Bachelor’s degree.

Responsibilities

• Provide comprehensive administrative support to the President/CEO, including managing calendars, scheduling meetings, coordinating travel, and prioritizing requests and commitments.
• Serve as the primary point of contact for the President/CEO, screen communications, and ensure timely responses to inquiries.
• Prepare correspondence, presentations, reports, agendas, meeting materials, and other executive documents.
• Maintain confidential and sensitive information with discretion and professionalism.
• Coordinate executive meetings and follow up on action items.
• Draft and manage executive communications on behalf of the President/CEO.
• Serve as the primary administrative liaison to the Board of Directors and designated board committees.
• Coordinate board and committee meetings, including scheduling, logistics, agenda preparation, distribution of materials, and meeting support.
• Record, prepare, and maintain accurate board and committee minutes and official governance records.
• Coordinate follow-up actions resulting from board and committee meetings.
• Support board recruitment, onboarding, orientation, and volunteer engagement.
• Maintain board records, policies, bylaws, resolutions, and related governance materials.
• Support committees led by senior leadership team members, including Executive, Governance, Finance, Properties, HR, and Financial Development committees, as well as others assigned.
• Support implementation and monitoring of strategic initiatives and organizational priorities.
• Create and maintain organizational dashboards, scorecards, and executive reporting systems.
• Support annual planning and the organizational goal-setting process.
• Track deadlines, deliverables, and organizational priorities to ensure timely completion.
• Maintain positive and professional relationships with staff, volunteers, donors, community leaders, and external partners.
• Represent the Office of the President/CEO professionally and provide exceptional customer service.
• Assist in coordinating executive events, community engagements, and stakeholder meetings.
• Maintain filing systems, records retention practices, and organizational documentation.
• Oversee administrative processes and procedures that support executive office operations.
• Coordinate purchasing, invoices, expense reporting, and other executive-office administrative functions.
• Ensure the efficient operation of the President/CEO's office and related administrative activities.
• Support planning, facilitation, and follow-up for Senior Leadership Team meetings.
• Track organizational action items and key deliverables, and facilitate communication and collaboration across the leadership team.
• Coordinate CEO engagement with donors, volunteers, elected officials, corporate partners, foundations, and community leaders.
• Prepare stakeholder briefings and engagement materials.
• Support executive representation at community meetings and organizational events.
• Contribute as a member of the YMCA Buffalo Niagara leadership team and maintain accountability systems for the execution of strategic priorities, board directives, and senior leadership initiatives.
• Support association-wide initiatives and organizational goals.
• Perform other duties as assigned.

Benefits

• Free health insurance.
• Employer-paid group term life insurance equal to one times annual salary.
• Employer-paid long-term disability coverage.
• Employee Assistance Program through Child & Family Services.
• A variety of voluntary benefit options.
• Eligibility to enroll and contribute to the Y Retirement Fund 403(b) plan immediately, with a 12% employer-paid contribution after eligibility requirements are met.
• Paid time off including personal time off, holidays, and sick leave.
• Complimentary YMCA Buffalo Niagara membership and program discounts.
• Ongoing training, an extensive leadership development program, and opportunities for career advancement.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree