YMCA of the USA Hiring for Executive Assistant – National Office (Remote) at Chicago, IL Full Time NEW

We are The Y, an association that values and is made stronger by its diverse people.

Job Description

The Executive Assistant provides executive administrative support and project coordination. This work consists of coordinating and assisting with the logistics and operations of events while helping to meet departmental and organizational goals.

YMCA of the USA is a work from anywhere in the U.S. workplace.

We offer a full benefits package including medical, dental, vision, defined benefit plan (retirement savings), defined contribution plan (403(b) plan, life and disability insurances, technology stipend, and generous paid time off, all in a work from anywhere in the U.S. workplace.

Qualifications

• A bachelor’s degree or equivalent work experience is required
• A minimum of 5-7 years administrative experience supporting senior executives is required, working for multiple individuals is preferred
• Superior written and verbal communication skills, along with excellent interpersonal skills. Candidate must be comfortable interacting with diverse persons at all levels of an organization, both inside and outside the YMCA
• Must possess advanced knowledge and experience using Microsoft Office Suites, including Word, Excel, PowerPoint, Outlook and CRM
• Must display a professional and courteous demeanor at all times
• Must be willing to work a flexible schedule as determined by priorities
• Must possess a high level of interpersonal and customer service skills
• Must possess excellent analytical, problem-solving and organizational skills
• Must possess excellent attention to detail along with time management skills
• Ability to work independently and take initiative to complete assignments
• Ability to work collaboratively with a diverse team of individuals at all levels of an organization
• Strong ability to multi-task and the capacity to constantly re-prioritize and make sound judgments in a fast-paced environment
• Must possess a proven track record of maintaining confidentiality
• Commitment to the YMCA character development values of caring, honesty, respect and responsibility is required

Essential Functions

• Provides executive administrative support for senior leadership
• Provides support to board level volunteers including coordination and participation in strategy planning meetings and developing strategic communications including agenda, minutes and records
• Assists the senior leader in positioning and scheduling briefings with key leaders for fundraising meetings and events
• Manages scheduling, reservations, agendas, material preparation, follow up and other arrangements as necessary for department meetings and related internal communications
• Act as the point of contact for all calls/correspondence to the senior leader
• Assist with various aspects of event planning, including department wide on-site and offsite meetings; attend meetings as needed to assist with on-site registration and coordination
• Prepare high level reports, rosters, agendas, minutes, excel spreadsheets and reports that may be extensive and confidential in nature from notes and verbal instruction
• Prepare materials of a highly confidential and complex nature where responsibilities of trust and accuracy are vital and knowledge of the organization, policies, procedures and mission are essential 
• Prepare purchase orders, contracts and payment request forms for the Department with little to no direction
• Make extensive travel arrangements including preparation of detailed itineraries for staff and process expense reimbursements for the senior leader
• Develop and monitor all annual budgets, forecasts and planning documents in partnership with the senior leadership and other department managers in Financial Development
• Maintain an electronic filing system for the senior leader, as well as assist in the organization of workspace
• Analyze and resolve higher level office administrative problems
• Engage with Staff to assist with additional projects as needed