Executive Assistant To Ceo

Position: Executive Assistant

Department: Administration

Supervisor: Chief Executive Officer

Compensation Range: $42,000 Annually, Executive Support Staff Salary Schedule

Benefits: Health Insurance, Vision, and Dental

FLSA Status: Non-Exempt, Fulltime

Hours of Work: Monday – Friday; Business Hours & Evenings. Occasional Weekends.

MISSION STATEMENT: Eliminate racism, empower women, and promote peace, justice, freedom, and dignity for all.

FUNCTION: The Executive Assistant will be responsible for providing administrative support to the CEO and members of the Board of Directors. They will serve as the primary point of contact internally and externally for all matters pertaining to the Office of the CEO. The Executive Assistant organizes and coordinates executive outreach and external relations efforts and oversees special projects and events. Ideally, they will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential information with discretion. Expected to maintain utmost discretion around work situations.

We are looking for a self-motivated, organized, and sociable person to serve as the Executive Assistant. In this position, you will be in charge of coordinating many of the day-to-day operations. Duties include meeting scheduling, record-keeping, minute-taking, follow-ups, addressing inquiries and partner needs, and urgent communications. In addition, they will work in partnership with other team members and leadership to ensure a robust operational base across the entire organization. A successful candidate will be an excellent communicator with solid organizational skills and the ability to build trust with numerous community partners and internal leadership and enjoy working in environments that are mission-driven, results-driven, and community oriented.

QUALIFICATIONS:

1. Ability to manage and prioritize in a demanding position and comfortability with ambiguity.
2. Must be at least 21 years of age.
3. Associate’s degree or higher in Business Administration, Human Services, or related field preferred.
4. A minimum of two-year’s experience in an administrative support role is required; experience in a non-profit organization is preferred.
5. Ability to plan and coordinate special events programming, required.
6. Strong organizational skills, ability to follow routines, and respond to change as needed.
7. Capable of making sound decisions and responding calmly in stressful situations. Operates within the organizational structure, customs, practices, policies, and procedures. Diplomacy, discretion, and professionalism are essential.
8. Demonstrate critical thinking skills.
9. Proficiency in Google Calendars, Publisher, word-processing and Excel spreadsheets, and PowerPoint presentations.
10. Excellent verbal and written communication skills. Able to ask clarifying questions. Proven customer service skills.
11. Able to work with people of diverse backgrounds.
12. Polite professional demeanor with high ethical standards.
13. Ability to act with integrity, professionalism, and confidentiality.

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required.

RESPONSIBILITIES:

1. Provide administrative support and special assistance to the CEO, including but not limited to:

1. Maintaining and communicating CEO obligations, per the CEO calendar.
2. Maintaining all records for the association related to the corporation, its board of directors, the CEO, and all association or board committees.
3. Managing special projects under the direction of the COO.
4. Scheduling and arranging for meetings for the CEO, board of directors, and association and board committees.
5. Assisting in the preparation of association reports and proposals, including compiling required statistics, data, and support materials.
6. Organizing and implementing administrative systems for maximum efficiency.

1. Coordinating special events focused on the mission not managed elsewhere in the Association.
2. Safeguard confidential information gained as a result of this position.
3. Comply with association policy regarding required reporting of child abuse.
4. Comply with applicable local, state, and federal licensing requirements/certifications and/or regulations.
5. Remain flexible and continuously able to manage changing priorities.
6. Know and adhere to association policies, procedures, and practices.
7. As a YWCA employee, project a positive image of the organization and its programs to the community.
8. Must have reliable transportation and be able to independently secure project items and attend community events as needed.
9. Work cooperatively with YWCA program and operational leadership, staff, and volunteers.
10. Be able to work pre-approved and scheduled evenings and weekends as required by events and other organizational needs.
11. Able to demonstrate the mission of YWCA and adhere to it.
12. Perform other duties as assigned.

WORKING CONDITIONS:

1. YWCA location - Main Building: 353 E. Michigan Avenue, Kalamazoo, MI 49007 (with plans to relocate to 550 S. Riverview Drive, Parchment, MI)
2. Off-site location (meetings occur at community-based organizations, and other associations in Michigan); promotional events; networking events; community engagement events, etc.
3. Potential outdoor events
4. Actions: Sitting, standing, kneeling, bending, some lifting
5. Occasionally required to stand
6. Occasionally required to walk
7. Continually required to sit
8. Continually required to utilize hand and finger dexterity
9. Occasionally required to climb, balance, bend, stoop, kneel, or crawl
10. Continually required to speak and listen attentively
11. While performing the duties of this job, the noise level in the work environment is usually quiet.
12. The employee must occasionally lift and /or move more than 20 pounds.
13. Specific vision abilities required by this job include: Close vision; Distance vision; Color vision; Peripheral vision;
14. Specialized equipment, machines, or vehicles used: Frequent driving to and from meetings in the community

TRAINING REQUIREMENTS:

1. Familiarization with YWCA Personnel Policies and Mission.
2. Appropriate training and in-service will occur during employment.
3. Eliminating Racism Workshop, Gender Equity Training.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer