Executive Assistant

West Suburban YMCA • Newton, MA

27d • $24 - $30

About The Position

We’re looking for an Executive Assistant who’s organized, proactive, and brings both heart and professionalism to everything they do.  You thrive on keeping our leadership team on track, managing details with integrity, and ensuring that every interaction reflects the high standards of our organization.  Do you enjoy coordinating meetings, planning events, and juggling multiple priorities- all while maintaining a calm, polished presence?  At the West Suburban Y, we know that strong, professional support for our leaders powers our mission and makes a difference in the community every day- and that starts with YOU.

The Executive Assistant plays an essential role in supporting the CEO, Board Chair, and executive leadership team (COO, CFO, CHRO, CDO), ensuring smooth operations and effective communication across the organization.  This position requires strong discretion, initiative, and the ability to manage multiple tasks with care and professionalism.  We are seeking someone who is organized, resourceful, and experienced in executive-level support, with the ability to anticipate needs, solve problems independently, and uphold a high standard of service that reflects the mission and values of the YMCA.

OUR CULTURE: Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

MEMBER SERVICE STATEMENT:

Members are the heart of this organization. They are the reason we exist. Members are the most important visitors we have, whether they visit by mail, phone or in person. They are not statistics and always deserve our respect. No matter what we are hired to do, satisfying members’ needs and wants is everyone’s first and most important responsibility.

Requirements

• Bachelor’s degree in Business Administration, Communications, Human Resources, ora relatedfield (preferred but notrequired).
• Three or more years ofproven 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 inall 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 ourequity-centeredwork as an organization.  Activelysupports the executive team in all DEIB efforts.
• Knowledgeable about office processes and procedures.
• Able toidentifyand address the needs ofseniorteamand perform administrative tasks to ensure ourorganization’s workflow runs smoothly. 
• Ability to work withhighlevel ofintegrity, discretionanda professionalpresentation andapproach.
• Detail-oriented, proactive, and solution-focused. Adaptable and able to thrive in a fast-paced executive environment.

Nice To Haves

• Prefer knowledgeofandpreviousexperience withdiverse populations (language, culture, race, physicaland mentalability, etc.).
• 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.
• Ability to speak any language in addition to English may be helpful.

Responsibilities

• Manages the CEO’s schedule as well as schedules for assigned executive staff (ifneeded).  Includes scheduling meetings, coordinatinglogistics, arrangingtraveland preparing expense reports. 
• Exercisesa high levelof 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, directinginquiriesand managing incoming calls and communications. Ensuresthe executive office area is consistently organized, clean and presentableat 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, FinanceCommitteeand 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. Recommendsand helps implement strategies and initiatives that advance the organization’s diversity goals. 
• Coordinates meetinglogisticsfor executive leadership, Board committees, internal teams, community partners, and public officials, including space setup, technology, supplies, and refreshments. 
• Prepares and coordinates meetinglogistics, including gathering necessary supplies, arranging refreshments, and organizing agendas and supporting documents.  Manages materials and catering for monthly staff meetings, events, andtrainings.Overseessetup and breakdown for all meetings. 
• Coordinates arrangements for meetings of various committees, task forces, publicofficialsand 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. 
• Assistswith the preparation and organization of the WSY Annual Meeting held each May.  Provides 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, as well as distributes appropriately to correct employees. 
• Learns company systems (SGA,CenterSuite,Quickbooks) and helps to process administrative POs, credit card reconciliations andsubmittingmonthly credit card reports for senior team, etc. 
• Responsible for the organization of the Staff Lounge,i.e.Staff Mailboxes, stocking paper and ink supplies forcopier, faxmachine, postage meter, stocking coffee, distributing mail. 
• Provides administrative support to the Development Department, including accurately entering and processing donations,maintainingdonor records, and generating reports to support fundraising and engagement efforts. 
• Processing Community Donation requests, preparing and mailing letters and recording appropriately. 
• 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). 
• Assistsin planning and coordinatingstaffappreciation 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 toappropriate staffmember.  Processesreceipts for rent payments.  Mail delivery to residents/mailboxes. 
• Provides support when needed to administration departments including Accounting, Human Resources and Operations. 
• Provide administrative and logistical support for planning and executing events and programs related to the organization’s 150th anniversary celebration. Coordinate the organizationand digitization of archived organizational documents to support historical preservation and accessibility.
• Cross trains with finance and human resources departments with certain tasks to ensure superior customer service with members,staffand volunteers. 
• Demonstrates a team-oriented approach by providing support across the organization as needed, which may include assisting in break coverage in preschool classrooms,accompanyingstaff on van routes, or helping with other operational tasks to ensure smooth daily operations. 
• Post, as needed or instructed, toexecutiveteam’s WSY social media pages. 
• This position typically holds business hours, except for executive meetings/events which are occasionallyheldearly morning,eveningsand some weekends. 
• Special Projects as assigned. 

Benefits

• The WSYMCA rewards dedicated employees by offering a competitive benefits package that includes paid vacation & holidays, group health with vision & drug prescription, dental & life insurance, 12% paid retirement once vested, YMCA membership, access to child care services, tuition reimbursement and professional development opportunities. 

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees