Executive Assistant to the CEO presso YMCA of Greater Grand Rapids

Description

Position Summary: 

The Executive Assistant to the CEO provides high-level administrative and strategic support to ensure the effective operation of executive leadership. This role manages complex scheduling, coordinates projects, prepares executive communications, and serves as a key liaison between the CEO, Board of Directors, staff, and external stakeholders. 

As a member of the Leadership Level 10 (LL10) Team, this position will be responsible for organizing board and committee meetings, maintaining governance documents, supporting board development and events, and handling logistics for internal and external functions. The Executive Assistant also monitors the CEO/Administration budget, allocates expenses, and represents the organization in community and partner engagements. 

This position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a dynamic, fast-paced, and mission-driven environment. 

Essential Functions:  

• Coordinate workflow and projects for the CEO. 
• Develop project working drafts for the CEO’s review. 
• Initiate, draft, and provide letters, memos, and reports as required by the CEO. 
• Schedule meetings and appointments for the CEO. 
• Manage the CEO’s daily calendar 
• Arrange notices, food service, and equipment, confirmations of attendance and reservations of appropriate spaces for meetings and events. 
• Respond to inquiries and requests not requiring the attention of the CEO. 
• Operate office equipment as needed including computer workstation, fax machine, printer, copy machine, telephone system and other office equipment. 
• Craft and maintain Association Board Policies, Bylaws, Articles of Incorporation, and resolutions. 
• Attend, take minutes, and coordinate the work of all Board of Director and Board designated Committees/Task Forces/Ad Hoc meetings (Board of Directors, Board Governance Committee, Childcare Committee, Diversity/Inclusion/Global Committee, Executive Committee, Finance/Investment/Audit Committee, Philanthropy Committee, Property/Asset Committee, Strategic Planning Committee, Leadership Committee). Serve as an expert for Roberts Rules of Order at all meetings. 
• Coordinate and conduct the POLE Board Survey (every 2 years), Association/Branch Boards’ Conflict of Interest Policy (annual), Board Orientations (semi-annual) and New Branch Chair Orientation. 
• Survey exiting Association Board Members and order recognitions for all Association Board Members. 
• Assist with the Board of Directors Annual Campaign. 
• Maintain the Board of Directors list on the website. 
• Attend, participate and take notes is LL10 EOS meetings. 
• Develop and monitor the CEO/Administration budget.  Allocate credit card receipts for the CEO and Executive Assistant to the CEO in Huntington Bank software. 
• Develop and maintain a positive relationship with board members, community leaders and community Executive Assistants to raise awareness and help advance the Y’s strategic plan. Attend the annual Executive Assistant’s event. 
• Coordinate attendance to key community events, conferences and staff events (such as Econ Club, NAYDO, golf outings, YWCA Tribute, MI Leaders, General Assembly, etc.)  
• Assist with the planning and execution of Full Time Staff Retreats and townhalls. 
• Support other members of the LL10 team as needed. 

Perform additional duties as assigned to ensure the success of the YMCA and its mission-driven work. 

COMPENSATION

$55,000 - $65,000 annually; Full Time; Exempt

BENEFITS

• Free YMCA Family Membership & discounted program fees
• Health/Dental/Vision Insurance
• Paid Time Off, beginning at 4 weeks per year
• 9 Paid Holidays per year
• 12% retirement contribution upon eligibility, learn more here.
• 403(b) retirement savings account
• The YMCA of Greater Grand Rapids is a qualifying employer for the Public Service Loan Forgiveness (PSLF) program. More information can be found here.
• Paid Parental Leave
• Discounted childcare
• Long term disability, basic life insurance and other voluntary benefits
• Ongoing training and development opportunities
• Access to the Employee Assistance Program and resources for you and your family
• Community Discounts, and more!

Requirements

QUALIFICATIONS:

• Education: Associate’s degree (AA, AS) from two-year college or technical school preferred but not required 
• Experience: Minimum of 5 years of office administration experience 
• Proven Expertise: Strong human relation skills, oral and written communication skills, sense of time management, and ability to exercise discretion. Ability to work in a fast paced, high-volume environment. Proficient with Microsoft applications such as Word, Excel, and Power Point and with the ability to provide user training on software packages. 
• Mission-Driven Leadership: A strong, collaborative, outgoing, and energetic individual with seasoned administration or office management skills is essential. Ability to interact with people of all ethnic backgrounds, ages and lifestyles. 

CERTIFICATES AND LICENSES 

• Cardiopulmonary Resuscitation (CPR) within the first 60 days 
• First Aid Certification required within the first 60 days 
• Blood Borne Pathogen training 
• State of Michigan criminal background clearance (ICHAT)  

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  
• Ability to communicate effectively to all levels of the organization.   
• Ability to apply critical thinking skills to troubleshoot and perform root cause analysis.   
• Ability to present data and concepts to large groups of people and be understood.  
• Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.  
• Ability to apply common sense understanding in order to carry out instructions furnished in written, oral, or diagram form.  
• Ability to define problems, collect data, establish facts, and draw valid conclusions. 

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand. The employee is occasionally required to walk, climb, or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and the ability to adjust focus.