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About the Role
The Executive Assistant to the President/CEO serves as a strategic partner, coordinating executive priorities, supporting board governance, and advancing organizational effectiveness for YMCA Buffalo Niagara.
Responsibilities
- Provide comprehensive administrative support to the President & CEO, including managing calendars, scheduling meetings, coordinating travel, and prioritizing requests.
- Serve as the primary point of contact for the President & CEO, screening communications and ensuring timely responses.
- Prepare correspondence, presentations, reports, agendas, meeting materials, and other executive documents.
- Maintain confidential and sensitive information with the highest level of discretion.
- Coordinate executive meetings and follow up on action items.
- Draft and manage executive communications on behalf of the President/CEO.
- Serve as the primary administrative liaison to the Board of Directors and designated board committees.
- Coordinate board and committee meetings, including scheduling, logistics, agenda preparation, material distribution, and meeting support.
- Record, prepare, and maintain accurate board and committee minutes and official governance records.
- Coordinate follow-up actions resulting from Board and committee meetings.
- Support board recruitment, onboarding, orientation, and volunteer engagement.
- Maintain board records, policies, bylaws, resolutions, and related governance materials.
- Support committees led by members of the senior leadership team.
- Support the implementation and monitoring of strategic initiatives and organizational priorities.
- Create and maintain organizational dashboards, scorecards, and executive reporting systems.
- Support annual planning and the organizational goal-setting process.
- Track deadlines, deliverables, and organizational priorities.
- Maintain positive and professional relationships with staff, volunteers, donors, community leaders, and external partners.
- Represent the Office of the President & CEO with professionalism and exceptional customer service.
- Assist in coordinating executive events, community engagements, and stakeholder meetings.
- Maintain filing systems, records retention practices, and organizational documentation.
- Oversee administrative processes and procedures supporting executive office operations.
- Coordinate purchasing, invoices, expense reporting, and other administrative functions for the executive office.
- Ensure the efficient operation of the President & CEO's office and related administrative activities.
- Support planning, facilitation, and follow-up for Senior Leadership Team meetings.
- Track organizational action items and key deliverables.
- Facilitate communication and collaboration across the leadership team.
- Coordinate CEO engagement with donors, volunteers, elected officials, corporate partners, foundations, and community leaders.
- Prepare stakeholder briefings and engagement materials.
- Support executive representation at community meetings and organizational events.
- Serve as a key contributor for the YMCA Buffalo Niagara leadership team.
- Maintain organizational accountability systems for timely execution of strategic priorities, board directives, and senior leadership initiatives.
- Support association-wide initiatives and organizational goals.
- Perform other duties as assigned.
Requirements
- Associate degree in business administration, public administration, nonprofit management, or a related field, or equivalent combination of education and experience; Bachelor’s degree is preferred.
- Five (5) to Eight (8) or more years of progressively responsible professional experience in project management, executive operations, governance, organizational leadership or related field.
- Demonstrated expertise in Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
- Ability to produce executive-level correspondence and presentations, manage complex calendars, organize electronic records, create reports and spreadsheets, coordinate virtual meetings, and efficiently utilize technology.
- Demonstrated experience supporting executive leaders, boards, committees, or volunteer leadership groups.
- Strong project management, organizational effectiveness, and stakeholder engagement skills.
- Exceptional written and verbal communication skills.
- Ability to manage multiple priorities while maintaining attention to detail.
- Applications must include a cover letter and resume.
Skills
- Microsoft Office 365
- Outlook
- Word
- Excel
- PowerPoint
- Teams
- SharePoint
- Project Management
- Organizational Effectiveness
- Stakeholder Engagement
- Written Communication
- Verbal Communication
- Calendar Management
- Record Keeping
- Report Generation
- Spreadsheet Creation
- Virtual Meeting Coordination
- Technology Utilization
Location
- On-site
Work Type
- Full-Time
- On-site
Experience Level
- 5-8+ years of experience
Education Level
- Associate degree or equivalent experience
- Bachelor's degree preferred
Benefits
- Free health insurance
- Employer-paid group term life insurance (1x annual salary)
- Employer-paid long-term disability coverage
- Employee Assistance Program (EAP)
- Variety of voluntary benefit options
- Y Retirement Fund 403(b) plan with a generous 12% employer-paid contribution after eligibility requirements are met
- Comprehensive paid time off program (personal time off, holidays, sick leave)
- Complimentary YMCA Buffalo Niagara membership
- Program discounts
- Ongoing training
- Extensive leadership development program
- Opportunities for career advancement
About the Company
- YMCA Buffalo Niagara is a charitable, community-based organization committed to providing programs designed to build a healthy spirit, mind, and body for all.
Equal Opportunity
- The Y is an equal opportunity employer.