Executive Assistant - Office of the President

YMCA Of Greater Seattle•Seattle, WA

15h•$27 - $33•Hybrid

About The Position

The YMCA of Greater Seattle is currently looking for temporary, short-term help for our Office of the President. The Executive Assistant serves as a primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the President/CEO and communicates with the board of directors, volunteer leaders, the Association’s leadership team(s), and staff. They work independently, while managing up, on projects from conception to completion and works across functions and teams in the organization to ensure the CEO’s point of view and needs are represented and met. The Executive Assistant will demonstrate the following attributes: Strengthen the Y’s culture by demonstrating the values of the Y - honesty, caring, respect, responsibility, and passion for excellence - in every aspect of work Deep commitment to the mission of the YMCA, its members and the communities served Proven champion of social responsibilities, diversity, and inclusion; model cultural competence and support diversity, effectively working with people of different backgrounds, abilities, opinions, and perceptions Demonstrate executive presence, influence, and gravitas. Demonstrates teamwork and personal accountability, seeking and providing feedback, coaching, and resources for development Strategic, results-oriented, growth focus and strong work ethic; takes initiative and holds self and others accountable to meet or exceed quantitative and qualitative goals relating to operations, people (employees and members), philanthropy, finance, and volunteerism Responsible for continuous quality improvement of office practices and procedures Facilitate change, seek opportunities in the change systems process, model adaptability, and lead transition and transformation in support of the Y’s mission Inspire others; promote creativity, generate excitement, and reward risk taking, while consistently demonstrating a high level of emotional maturity, maintaining a positive attitude and building strong relationships Culture influencer, trust builder, pacesetter, change maker at the systems level, and community connector Passionate community organizer and advocate Big thinker at the systems level to drive sustainable social change Established reputation as a diplomatic team player who is able to transcend personal politics, engage a wide range of ideologies, and build consensus and community Ability to work through political barriers, build consensus, and enact change Eloquent, articulate, and persuasive communication style (oral and written)

Requirements

High school diploma required; bachelor’s degree preferred.
8-10 years’ experience as an Executive Assistant.
Experience supporting a CEO and Board of Directors for a nonprofit organization strongly preferred.
Must be proactive, biased for action, deadline driven, detail oriented, able to work independently, maintain confidentiality and exercise judgment and discretion in the performance of all functions and responsibilities.
Outstanding planning skills and the ability look and plan ahead.
Excellent oral and written communication skills; comfortable interacting with senior level executives and other staff within and outside of the organization with a great deal of tact and diplomacy.
Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects.
Work well with a diverse group of people, at all levels, particularly in an executive environment, and with a high level of professionalism.
Demonstrated integrity and work ethics. Strong organizational and time management skills.
Experienced at organizing prioritizing, and scheduling work assignments; employee performance management skills.
Must have advanced skill level in Microsoft Word, Excel and PowerPoint, as indicated by proficiency testing.
Proficiency in any board management software strongly desired.
Ability to relate effectively to diverse groups of people from all social and economic segments of the community; track record of building authentic, constructive relationships with others
Strong strategic planning skills including execution expertise
Demonstrated experience in financial planning, budgeting, and analysis
Ability to partner and provide strategic level input to senior leadership and the ability to influence others at all levels of the organization

Nice To Haves

Prefer knowledge of and previous experience with, diverse populations (language, culture, race, physical ability, sexual orientation, etc.). Ability to speak any language in addition to English may be helpful.
Experience with using Artificial Intelligence tools to drive greater administrative and operational efficiency is preferred.

Responsibilities

Works directly with the President/CEO and anticipates their needs to provide support to all aspects of their daily work. Manages President/CEO’s day-to-day calendar and the annual calendar for the Association and supports the development and implementation of meeting agendas and logistical arrangements for all Association meetings involving the President/CEO.
Serves as main contact for communications to the senior leadership team and assist administratively to maximize effectiveness. Determines priority of matters of attention for the executive team; redirect matters to staff members to handle, or handle matters personally, as appropriate.
Develops and manages budgets directly overseen by the Office of the President/CEO. Processes all expense reports and invoices, time reports, and PTO requests for the office of the President/CEO.
Collects data and documents for the senior leadership team. Helps collect information and draft briefing materials and reports to ensure President/CEO is prepared and positioned to advance organizational goals and initiatives.
Independently composes, prepares, and follows-up on internal and external correspondence on behalf of the President/CEO. Attends meetings with and on behalf of the President/CEO, as needed.
Attends planned and ad hoc meetings, providing direct support to the President/CEO. Schedules meetings, organizes agendas and materials, takes and disseminates notes, tracks and follows up on all action items. Follow up on outstanding actions to ensure timely completion. Manages special projects as assigned.
Serves as back up to the Executive Assistant – Board Liaison to the Board of Directors for general communications, inquiries, and scheduling.
Support AO Board and Executive Committee in person meetings, as needed, ensuring proper procedures, tasks and action items are completed in a timely manner.
Assists President/CEO with agenda setting and material preparation for SLT meetings, retreats, business reviews, listening session, and related meetings. Researches background material and prepare agendas, and presentation material for meetings. Creates supplemental materials (PowerPoint presentations, financial charts, special reports, executive summaries, etc.) independently and in collaboration with other staff members, as needed.
Handles administrative tasks for the President/CEO including travel planning, expense reporting, onboarding of direct reports, space planning, mail management, hosting all hands meetings, and other administrative tasks and projects as needed.
May provide supervision and/or team leadership for other administrative staff.