Executive Assistant

Under the supervision of the CEO, the Executive Assistant provides high-level administrative support and coordination for executive leadership. This role involves a significant degree of discretion, independent judgment, and the ability to manage a dynamic workload in support of both day-to-day operations and special initiatives. This position also ensures smooth office operations and supports communication, planning, and scheduling across departments.

This job announcement is not intended to be inclusive of all functions, responsibilities and qualifications associated with the position, however, representative of the essential job functions and typical criteria considered necessary to successfully perform the position.

Core Administrative Support:

• Provide comprehensive administrative support to the President & CEO and senior leadership.
• Maintain confidentiality in all aspects of staff, client, and organizational information.
• Serve as a point of contact for internal and external communications, including fielding emails and calls, drafting correspondence, and preparing presentations.

 Calendar & Meeting Management:

• Manage calendars, schedule meetings, and coordinate logistics including room bookings and technology needs.
• Prepare agendas, take meeting minutes, and distribute materials as needed.

 Travel & Expense Coordination:

• Arrange executive travel including booking flights, accommodations, and transportation.
• Prepare and submit expense reports, track reimbursements, and reconcile statements.

 Project & Event Coordination:

• Assist in the planning and execution of internal projects and special initiatives.
• Support event logistics including board meetings, team trainings, retreats, and celebrations.

Document & Information Management:

• Organize, maintain, and retrieve organizational documents, reports, and records.
• Create spreadsheets, presentations, and reports as requested.
• Maintain databases and file systems to ensure efficient information flow.

Office Operations:

• Order office supplies, manage vendor relationships, and coordinate equipment maintenance. 
• Help maintain a professional and organized office environment. 

Board & Committee Support:

• Provide administrative support for the Board of Directors, including preparing and distributing meeting agendas, minutes, and related documents.
• Coordinate meeting logistics and maintain up-to-date contact lists and documentations.

Additional Duties:

• Support interdepartmental communication and follow-up on key projects.
• Handle other duties and tasks as assigned to support executive and operational needs.

• At least three (3) years of administrative experience, preferably supporting executive-level staff.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite, calendar and scheduling software, and virtual meeting platforms.
• Demonstrated organizational, analytical, and problem-solving skills.
• Ability to work independently and manage multiple priorities with a high level of accuracy.
• Familiarity with project coordination and office systems management is preferred.

• Comprehensive health benefits - Medical, Dental, Vision for full-time employees - 60% YMCA covered medical benefits for full-time employees and their families
• Retirement benefits – 10% employer contribution after completion of eligibility requirements
• Employee Assistance Program for all employees that is available to help employees overcome emotional, family, or other personal problems; offers guidance on financial and legal issues; improves health and wellness, and much more. 
• CPR/First Aid Certification provided by YMCA
• Use of YMCA of Superior California Fitness facilities, camps, and rental facilities
• Paid time off benefits for part-time and full-time employees upon completion of eligibility requirements
• Training and staff development for all employees