Executive Assistant to CEO (Project Management)

The Executive Assistant to the CEO is a trusted partner who ensures the smooth flow of the Presidents daily responsibilities while living out the Ys core values of Caring, Honesty, Respect, and Responsibility. This role supports the CEO in advancing our mission by managing schedules, communications, and relationships with staff, volunteers, donors, and community leaders. With a commitment to excellence and service, the Executive Assistant helps create meaningful connections, keeps operations organized, and upholds the Ys dedication to youth development, healthy living, and social responsibility.
Thinks, communicates, and behaves as a cause-driven leader and role model for other staff and members when it comes to desired staff behaviors; promotes youth development, healthy living, and social responsibility in all job-related functions.Assists President/CEO by: providing administrative support, monitoring their email, maintaining their calendar, including scheduling and setting up meetings, answering and maintaining phone calls/messages, appointments, and travel arrangements; reconciling corporate expenditures; and recording bi-weekly benefit time usage.Manages CEO platform: Coordinates preparation and documents for CEOs schedule ranging from donor visits, public stakeholders, and internal partners to events, award ceremonies, media interviews and others. This includes agendas, PowerPoints, scripting, and letters, involving coordination with communications and development teams, among others.Provides administrative and clerical support including: composing written communication from key ideas for signature, maintains current files of highly confidential information and reports and assumes responsibility for research and development as needed.Coordinates Board and Committee meetings; including Executive, Finance, Governance and Philanthropy and Impact Committees, as needed. Responsibilities include generation of meeting notices, meeting materials, tracking of responses, minutes of the meeting, food/beverage provision and any audio/video needs, maintenance of rosters, and resolutions for board and directors meetings; and acts as custodian of corporate documents and records. Maintains individual records for Policy and Past Policy Volunteers. Maintains open line of communication with Board Chair, Officers and members of the Board and related committees.Attends meetings when requested by the CEO and types correspondence, reports, takes minutes and notes, and makes reports, when appropriate.Tracks the CEOs assignments, and when the President is the leader, makes sure others fulfill assignments.Schedules and organizes meetings, conferences and events including preparation of agendas, exhibits, food and room arrangements, and invitations, etc. Makes travel arrangements and reservations, when needed.Manages functions of community involvement which are selected as the President's responsibilities.Establishes relationships with Y-USA personnel, community/government leaders, and other individuals key to the President to enhance their role in the community.Coordinates and manages the registration and all travel-related details as directed by the CEO for Y staff, volunteers, and/or applicants who are attending local and nationwide conferences including hotel, air and ground transportation and special events; reconciles corporate expense accounts (American Express, IMS/Trade Card, personal credit card) with the Accounting Team. Negotiates solutions with vendors when differences occur.Assists with Association Special Events by creating/sending invitations; planning menus; working with event staff regarding room set-up, table arrangements, seating charts and audio/visual needs; tracking RSVPs and preparing written materials for events, when needed.Manages, processes and maintains a log of internal and external requests for charitable donations to be used as raffle and/or auction items to benefit other charitable causes.Organizes and operates designated office spaces in a neat and efficient manner. This includes, but is not limited to: answering, screening, and directing telephone calls; filing; making copies, typing/ sending faxes, email and other correspondence; opening/distributing mail; notarizing documents; maintaining document storage and retrieval system; and providing administrative assistance as required.Adheres to policies related to boundaries with youth. Participates in required abuse risk management training. Reports suspicious and inappropriate behaviors. Follows mandated abuse reporting requirements. Adheres to job specific abuse risk management responsibilities.Ability to work effectively with diverse groups and viewpoints from all social and economic segments of the organization and community. A commitment to diversity, equity, inclusion, and anti-racism is expected from our staff.