Executive Assistant

YWCA South Hampton Roads•Portsmouth, VA

11d•$48,000 - $52,000

About The Position

Under the direct supervision of the Chief Executive Officer (CEO), the Executive Assistant provides executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external constituencies on matters pertaining to the Office of the CEO. The role supports the CEO’s administrative needs, communication with internal departments, board and Executive Leadership Team activities, organizational projects, and outreach coordination. The Executive Assistant works in a typical office environment with a high standard of confidentiality. Some travel is required, and reliable transportation is essential. The position offers a hiring range of $48,000–$52,000 based on experience, along with a comprehensive benefits package. The position is open until filled.

Requirements

Bachelor’s degree preferred, or at least three to five years of executive administrative experience in an office setting.
Ability to represent the organization professionally, maintain confidentiality, and handle sensitive matters with discretion and diplomacy.
Professionalism, poise, and maturity when dealing with diverse groups, including board members, senior executives, staff, community leaders, donors, and funded partners.
Effective written and verbal communication skills.
Proficiency in Microsoft Office Suite and willingness to learn other data and CRM systems and equipment.
Ability to perform specialized or technical work requiring specific training, experience, or knowledge.
Self-starter and motivated, resourceful team player who can work independently and collaboratively, manage multiple priorities and projects, prioritize conflicting needs, act proactively, and follow through on assignments.
Confidentiality, critical-thinking, results-driven, problem-solving, flexibility, attention-to-detail, and accuracy skills.
Initiative, strong work ethic, time-management skills, and agility in a fast-paced environment.
Ability to present information effectively and respond to questions from executives and board members.
Strong analytical, organizational, and interpersonal skills and ability to work effectively with others as a positive team member.
Ability to maintain a calm and supportive demeanor and work well with people of various ethnic, racial, and socioeconomic backgrounds.
Successful completion of a background check and the YWCA SHR Onboarding and Advanced Training Program.
Some travel is required, and access to reliable transportation is essential.

Nice To Haves

Bachelor’s degree.

Responsibilities

Manage the CEO’s active calendar, screen incoming calls, complete expense reports, review and categorize mail, prepare correspondence, arrange travel plans and itineraries, and compile documents for travel-related meetings.
Facilitate communication between the CEO’s office and internal departments, maintaining credibility, trust, and support with executive leadership and management teams.
Plan, coordinate, and ensure the CEO’s schedule is followed and respected.
Build relationships important to organizational success; oversee special projects for the CEO and organization and track progress toward assigned organizational goals.
Provide executive support at on-site and off-site meetings and events.
Develop, monitor, and maintain office-supply inventory and manage some vendor relationships.
Exercise discretion and independent judgment and perform other duties as assigned.
Serve as the CEO’s administrative liaison to the board of directors and maintain discretion and confidentiality in relationships with board members.
Ensure compliance with bylaws and applicable rules concerning board and committee matters, including advance distribution of meeting materials in electronic or paper format.
Participate as an adjunct member of the Executive Leadership Team, including assisting with scheduling and attending meetings.
Coordinate agendas for Executive Leadership Team meetings, off-site meetings and activities, and team-member meetings.
Work with the Mission Impact team to coordinate the CEO’s outreach activities.
Model YWCA SHR’s core values of compassion, honesty, integrity, ownership, responsibility, and empowerment.