Executive Assistant

YWCA South Hampton Roads•Portsmouth, VA

10d

About The Position

The Executive Assistant provides one-on-one executive support to the Chief Executive Officer (CEO) and serves as the primary point of contact for internal and external constituents regarding the Office of the CEO. The role supports the CEO’s calendar, communications, travel, meetings, and special projects, while helping maintain effective communication across the organization. The Executive Assistant also serves as administrative liaison to the board of directors and supports the Executive Leadership Team (ELT), including meeting coordination and the CEO’s outreach activities. The position is supervised directly by the CEO. Work takes place in a typical office environment with a high standard of confidentiality. Some travel is required, and reliable transportation is essential. The position is full-time and offers a hiring salary range of $48,000–$52,000, based on experience, plus 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 and handle confidential and 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 relevant training, experience, or knowledge.
Self-starter and motivated, resourceful team player able to work independently and collaboratively.
Ability to manage multiple priorities and projects, prioritize conflicting needs, act proactively, and follow through on assignments.
Confidentiality, critical thinking, results-driven and problem-solving skills, flexibility, attention to detail, and accuracy.
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, with the 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 varied ethnic, racial, and socioeconomic backgrounds.
Successful completion of a background check.
Completion of the YWCA SHR Onboarding and Advanced Training Program.
Ability to travel in varying weather conditions and access to reliable transportation.
Ability to use sensory skills to communicate and interact with employees and the public through telephone and personal contact.
Ability to lift and carry up to 60 pounds and operate office equipment such as a personal computer, calculator, copier, and fax machine.

Nice To Haves

Bachelor’s degree.

Responsibilities

Manage the CEO’s active calendar, screen incoming calls, complete expense reports, review and categorize mail, and prepare correspondence.
Arrange detailed travel plans, itineraries, and agendas, and compile documents for travel-related meetings.
Facilitate communication between the CEO’s office and internal departments while maintaining credibility, trust, and support with executive leadership and management teams.
Coordinate the CEO’s schedule and help ensure it is followed and respected.
Build relationships that support organizational success and oversee special projects for the CEO and organization, tracking progress toward assigned organizational goals.
Provide executive support for meetings and events, both on-site and off-site.
Monitor and maintain office-supply inventory and manage some vendor relationships.
Exercise discretion and independent judgment in carrying out customary duties.
Serve as the CEO’s administrative liaison to the YWCA SHR board of directors while maintaining discretion and confidentiality with board members.
Follow applicable bylaws and requirements for board and board committee matters, including advance distribution of meeting materials in electronic or paper format.
Participate as an adjunct member of the Executive Leadership Team, including helping schedule 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.
Perform other duties as assigned.